Personnel Policy


Personnel Policy.



·        Employee.

·        Volunteers.

·        Board.

Exceptions to Policy.

Employee Recruitment.

Working Hours and Conditions of Employment.

Recording of Time Worked.

Wages and Salaries.

Service Awards.

Anniversary Schedule.

Leaves of Absence - Paid.

Sick Leave.


Annual Paid Sick Leave.

Accumulation of Sick Leave.

Deductions from Sick Leave.

COVID-19 Related Absence.

Family Illness Leave.

Proof of Illness.

Sick Leave during Leave of Absence and Lay-off.

Sick Leave Records.

Compassionate Leave.

Maternity and Parental Leave.

Jury Duty.

Leaves of Absence - Unpaid.

Time-lost claim, short term (WCB definition).

Time-lost claim, long term (WCB definition).


Declared Holidays.


Performance Appraisals.

Employee Conduct and Disciplinary Action.


Termination for Just Cause.


Medical Termination.

Grievance Procedure.

Workplace violence, harassment and other unacceptable behaviour.

Procedures for Handling Complaints.

Working Alone.

Safety and Security.

Accident Reporting.

Professional Development.

Personal Appearance.

Responsible Use of Funds.

Public Statements.

Library Volunteers.

Personnel Policy

The Camrose Public Library Board has the responsibility for setting the standards and policies to ensure a work force that can carry out the functions required by the board. The Board recognizes that providing employees and volunteers is the responsibility of the Camrose Public Library. Camrose Public Library aims to be a fair and safe workplace. The following policy constitutes a statement of best practices except where specific commitments and expectations are made by the Camrose Public Library Board. This policy applies to both employees and volunteers.

Where no policy is set out in this document, it is assumed the provisions of the Alberta Employment Standards will be followed as mandated by law. In the event of any discrepancy between this policy and the Alberta Employment Standards as set out by Alberta Labour, the latter shall prevail. A copy of these Standards is available online at the Government of Alberta website.  If the library policy goes beyond Employment Standards, then the Library policy will prevail


Camrose Public Library shall be staffed by suitably qualified staff with the knowledge and ability to help library users find information and provide service according to their needs and interests, within the ability of CPL to provide for those needs and services. open, honest communication between all levels of staff must be practiced without fear of reprisal for input to be considered of the highest caliber. 

  • The Director of the Camrose Public Library (Director) shall be the only library staff accountable to the Library Board for managing the activities within the Library.
  • All supervisors will be accountable to the Director for furthering the consultative management process throughout their sections.
  • All employees and volunteers are responsible to their supervisors.
  • Any employee who feels she is being treated unjustly or unfairly may address the issue or circumstances following the appeal procedure described in the Problem Resolution and Grievance Procedure section.
  • The Management Team will delegate authority to employees in their absence.

All hourly paid employees shall be accountable to their supervisor and ultimately to the Director of Library Services.


For the purpose of this Personnel Policy, the following definitions shall apply:

·         Employee shall refer to those full-time, part-time, casual and temporary persons who are employed by the Library and responsible for library service at the Camrose Public Library.

·         Volunteers shall refer to those individuals who perform duties that contribute to the operation of the Library or the provision of library services but are not paid a wage or salary for performing these duties.

·         Board shall refer to the Camrose Public Library Board, which is comprised of appointed officials and community members. The Camrose Public Library Board serves as the board of record.

Exceptions to Policy

Requests for any exceptions regarding the application of the Personnel Policy must be submitted to the Director. The Director may choose to make a ruling or may forward the request to the Camrose Public Library Board for a decision.

Employee Recruitment

The Camrose Public Library System upholds the principle of selecting the most qualified and suitable candidate to fill any position that becomes available.

Vacancies may be offered internally. External job advertisements may be placed in local newspapers, library employment online services, the library’s website and at other agencies and publications that are deemed appropriate for the position

All positions will have a written job description outlining position, supervisor(s), employees supervised, duties, qualifications and hours of work. Job descriptions will be reviewed annually by the employee and supervisor at the employee’s performance review.

  1. The Director will be hired by the Library Board. 
  2. The Director is responsible for hiring library employees and acquiring volunteer persons.

Hiring of family members of current employees and Board will be restricted by “arm’s length” criteria in terms of hiring and direct supervision.It is necessary for any employee or Board member to disqualify herself immediately whenever the appearance of a conflict of interest exists.

Screening of all applicants shall include a minimum of three references, a Police Information Check and an Intervention Records Check. All Library Staff must provide a Police Information Check and an Intervention Records Check every three (3) years. The documents must be submitted within 30 days of the employee’s anniversary date. The Library will reimburse employees for the cost of security checks.

The official offer of employment will be generated by the Director. The Director employment offers will be issued by the Board. Written acceptance of a position will be required, agreeing to position, remuneration, hours of work and any benefits.

All positions exceeding six (6) months' duration will have a probationary period set as follows:

Managerial/supervisory positions:            six (6) months

All other positions:                                  three (3) months

One extension of the probationary period may be granted by the Director or by the Board for the probationary period of the Director. The extension may not exceed the length of the original probationary period.

The Library’s Local Authorities Pension Plan is for permanent full-time employees who work 35 hours per week. Membership in this pension plan commences one year after an employee had begun working full time. 

Working Hours and Conditions of Employment

The hours of Library employees will be set to meet the needs of the people of the community and at the discretion of the Director, with consideration given to meeting the needs of the employees. All efforts will be made to ensure that they are able to interact with and support patrons as much as possible. 

  • The regular hours of work for a full-time employee are seven (7) hours per day, and thirty-five (35) hours per week which excludes a daily one (1) hour unpaid lunch break. If staff members consistently take longer than their allotted lunch breaks, this can be grounds for disciplinary action. 
  • The hours of a part-time position may vary.
  • Full time supervisory employees will work a minimum of thirty-five (35) hours per week and such other hours that are reasonably necessary to fulfill the requirements of their position.

Breaks and Overtime are per Alberta Employment Standards.

  • Extra shifts/hours will be paid at the employee’s normal rate of pay for that position, to cover for employees who are ill or on vacation, or to attend the monthly staff meeting. 
  • Any time in lieu must be approved in advance. Time in lieu will be given at a rate of 1.5 hours lieu for every hour worked if directed to work additional hours.  Time in lieu must be used within 6 months of accrual. Changes of shifts will be treated as a direct hour per hour change.
  • The Director will receive time off in lieu of overtime. The Director may bank a total of 70 hours of overtime, and overtime that is worked beyond 70 hours shall be paid out at the same employee current rate of pay for the month that it is accumulated as per Labour Standards Code. Remuneration paid in respect to time off in place of overtime pay shall be treated as wages.

Schedules will be posted a minimum of seven (7) working days in advance of work days. It is the responsibility of the employees to be aware of when they are expected to work.

Employees are expected to make every effort to report to work, even under adverse conditions. If an employee is unable to report to work because of weather, that employee is responsible for informing the Director one hour before the start of the shift. In addition, employees shall notify a supervisor of an expected absence at least one hour prior to the start of a scheduled shift. Consistent failure to notify a supervisor of an expected absence can be considered grounds for discipline or dismissal. 

Staff may be called in to cover shifts outside of their regularly scheduled.

Recording of Time Worked

  • The employee, in consultation with the Director, will record the time worked by filling out a time sheet. It is the responsibility of the library to ensure these records are maintained as Alberta Employment Standards.
  • All absences or lateness will also be recorded and copies retained for record keeping purposes.
  • Volunteers hours will be recorded and recognized during volunteer appreciation ceremonies.

Wages and Salaries

The Library Board wishes to maintain a compensation system that reflects equity within and amongst other libraries and the local public sector.

Job categories will have a pay scale that is set periodically by the Library Board. Each new employee's starting pay, or promoted employee's new pay, will be based on that scale, taking into account the individual's education, training and/or experience.

Employees may be entitled to movement on the salary grid on their anniversary date. Such increases will NOT be automatic, but will be based on any training completed as well as the results of any evaluations.

Annual cost-of-living increases will be considered by the Library Board. Employees will be notified each year of the amount, if any, of such increases.

The Camrose Public Library deems it important to provide a benefit program to eligible employees that sustains general health and ensures that the earning power of an individual is not radically altered.

In addition to the Canada Pension Plan, after one year of continuous employment, all employees who meet the criteria of the Library Pension Plan shall participate in the Local Authorities Pension Plan as required.

The Board will make available the Chamber of Commerce Health Plan:

  • Permanent part time employees who are regularly scheduled to work twenty (20) hours or more per week will be given the option to join.
  • Permanent full time employees must join, unless coverage is provided under a spousal plan.

All employees are entitled to a free individual membership at the Library.

Service Awards

The library board endorses an awards program that recognizes length of employment at Camrose Public Library. 

Service awards will be given to employees at the completion of each five year phase of employment. The years of service will commence from the employee’s anniversary date. 

Anniversary Schedule:

Fifth A gift certificate in the value of $25.00
Tenth A gift certificate in the value of $50.00
Fifteenth A gift certificate in the value of $75.00
Twentieth A gift certificate in the value of $100.00
Twenty-fifth A gift certificate in the value of $125.00
Thirtieth A gift certificate in the value of $150.00
Thirty-fifth A gift certificate in the value  of $175.00 
Fortieth A gift certificate in the value of $200.00

Leaves of Absence - Paid

The Library Board deems it necessary to provide paid leaves to employees under specified circumstances.

Sick Leave


Sick leave means the period of time an employee is absent from work with full pay by virtue of being sick or disabled, exposed to a contagious disease, or under examination or treatment of a physician, chiropractor, or dentist or because of an accident for which compensation is not payable under the Worker's Compensation Act.

Annual Paid Sick Leave:

Annually, each permanent employee is eligible to accumulate sick leave on the basis of 5.77% of their regularly scheduled hours.

The Director has the right to send a person who they deem to be sick home to protect the health of other staff and/or patrons.

Accumulation of Sick Leave

The unused portion of an employee's sick leave shall accrue for her future benefits to a maximum of one hundred and twenty (120) days. 

Deductions from Sick Leave

An employee who, because of sickness, is unable to continue at her employment, and completed only a portion of her normal duty period or shift in any one day, shall be reported as sick for the uncompleted portion of that duty period or shift.

For the purpose of calculating sick credit deductions, the total number of hours off-duty for sick purposes shall be converted into days by dividing that total by the number of hours normally constituting a day’s work period or shift.

COVID-19 Related Absence 

As of March 5, 2020, all employees who are in quarantine due to COVID-19 are eligible for 14 days of unpaid leave. Staff members can take this leave more than once. Staff need to provide written notice to the Director as soon as possible and reasonable in the circumstances when they are taking this leave. Staff don't need a medical note in order to access this job-protected leave, and don't need a medical note in order to go back to work. Camrose Library is not required to pay for sick time, or time where an employee did not work or earn wages. Staff can request to use their available.

Personal and Family Responsibility Leave

* While this paragraph is the governance usually in place, please see below for the version of this policy that will be in place until the public health emergency order due to COVID-19 has been lifted. Up to 5 days of unpaid leave per year may be taken for personal sickness or short term care of an immediate family member. This includes attending to personal emergencies and care giving responsibilities related to the education of a child. On request, Employees shall be required to show proof of medical care. When Workers Compensation is payable to an employee, the personal leave benefit is not applicable. 

Temporary COVID-19 Response Modification to Personal and Family Responsibility Leave

As of March 17, 2020 employees are entitled to a job-protected leave to care for ill or self-isolating family members, or children affected by school and daycare closures. The leave length is flexible and will be linked to guidance from the Chief Medical Officer. A medical note is not required to go on leave, but employers (in this case, the Director of Camrose Library)may ask employees to provide other documentation to verify their needs to access the leave such as school or daycare enrollment. Staff members of Camrose Library can take this leave more than once, and can take this leave and any other job protected leave consecutively. Employees need to provide a written notice to the Director when they are taking this leave, as soon as possible and reasonable in the circumstances. Employees can access this leave as long as government determines it is needed and the public health emergency order remains. Employers must grant personal and family leave to employees and give them their same, or equivalent job back when the employee returns to work. Employers are not required to pay wages or benefits during leave. This is the governance that shall guide 'Personal and Family Responsibility Leave' until such time that the public health emergency order has been lifted. 

Proof of Illness

In all cases of sickness, or non-occupational accident, the Director may, at her discretion, require a medical certificate from the employee, before authorizing any sick credit payments.

Long-Term Illness and Injury Leave

An employee not eligible for short term or long term disability who has exhausted her accrued sick leave credits and is not able to return to work, may be considered to be on leave of absence without pay for 16 weeks per year at the Library up to six months, at the discretion of the Director.  After this period of time, the employee’s employment will be considered terminated. Medical certificate and reasonable notice will be required.

Sick Leave during Leave of Absence and Lay-off

When an employee is laid-off due to lack of work, or is taking a Leave of Absence, they shall not receive sick leave credits for the period of such absence, but shall retain their cumulative credit, if any, existing at the time of such lay-off or Leave of Absence. 

Sick Leave Records

Records of earned and spent sick leave credits shall be kept and updated monthly.  Any employee may examine her own record upon request.

Compassionate Leave

Temporary leaves of absence with pay will be granted to permanent employees for the following circumstances:

  • Critical illness or death in the immediate family – up to three (3) days. This includes: Current spouse, parent, brother, sister, brother-in-law, sister-in-law, child, father-in-law, mother-in-law, son-in-law, daughter-in-law, grandparent or grandchild, aunt, uncle, niece, nephew, grandparent of spouse, legal guardian. Where travel outside the province is required, such leave may additionally include travel time to a maximum of two (2) days within North America, three (3) days outside of North America. 

The Director may grant other compassionate leaves of absence with pay to employees at her sole discretion. The Director may choose to consult with the Board Chair or a member of the Personnel Committee should she require other compassionate leave for herself.

Domestic Violence Leave

Up to 10 days of unpaid leave may be taken annually by employees addressing a situation of domestic violence.

Citizenship Ceremony Leave

Up to one half day of unpaid leave may be taken by employees attending a citizenship ceremony.

Critical Illness of a child

Up to 36 weeks of unpaid leave may be taken by the parents of a critically ill or injured child.

Death or Disappearance of a Child

Up to 52 weeks of unpaid leave may be taken by employees whose child has disappeared as a result of a crime, or up to 104 weeks if a child died as a result of a crime.

Maternity and Parental Leave

Maternity and Parental leave should be granted in compliance with Alberta Labour Employment Standards Code, upon proper written notice of at least six weeks.

  • Maternity Leave

Maternity leave shall be available for a period not to exceed 15 weeks. Upon returning to work, the employee should be placed in the former position, or if the former position is not available, in an equivalent position with no change in level or increment placement.

  • Parental Leave

Parental leave should be available for a period not to exceed 37 weeks. Upon returning to work, the employee should be placed in the former position or, if the former position is not available, in an equivalent position with no change in level or increment placement. An employee must give at least four weeks written notice of the day he/she plans to return. Earned vacation, holiday benefits, and security will not continue during parental leave.

Adoption leave shall be granted in compliance with Alberta Employment Standards. 

Jury Duty

Employees will be granted leave of absence without loss of pay for the purpose of jury duty, acting as a witness, or if summoned to appear in court on behalf of Camrose Public Library. Any remuneration awarded by the court shall be refunded to the Library. Upon being served with notice to appear in court, the employee will immediately notify the Director of the Library.

Leaves of Absence - Unpaid

The Library Board deems it necessary to provide unpaid leaves to employees under specified circumstances.

Leaves of absence without pay in excess of four (4) weeks require the written approval of the Director, providing satisfactory arrangements can be made for the performance of the employee's duties. Vacation accrual credits at the time of the leave cannot exceed five (5) days.

The Board may, in the case of the Director, grant a leave of absence without pay, providing satisfactory arrangements can be made for the performance of her duties. Vacation accrual credits at the time of the leave cannot exceed five (5) days.

An employee who is on a leave of absence greater than four (4) weeks may continue on benefit plans provided that she pays entire monthly premiums. Any leave of absence utilized for purposes other than that for which the leave was granted may be grounds for dismissal.

Time-lost claim, short term (WCB definition)

The worker has lost a few days of work and a quick and successful recovery is expected.

Time-lost claim, long term (WCB definition)

Due to the severity of the injury, the worker will lose time from work and will need additional rehabilitation support to return.


Employees are expected to be prompt and regular in attendance. In the event of consistent lateness or absenteeism, the supervisor is expected to ascertain the reason and take steps to solve the problem. Continued excessive lateness or absenteeism will result in disciplinary action. Employees who are unable to report to work on time because of circumstances beyond their control, including illness, are expected to notify the Director within a reasonable period of time before the absence. When an employee is returning to work after an illness of over three working days, a medical note from a doctor may be required. An absence of a period of three consecutive days without contacting a supervisor may be considered justification for termination. 

Declared Holidays

The Library Board deems certain days as Declared Holidays during which the Library will be closed.

The following days are recognized as Declared Holidays:

New Year’s Day

Family Day

Good Friday

Victoria Day

Canada Day

August Civic Holiday

Labour Day

Thanksgiving Day

Remembrance Day

Christmas Day

Boxing Day

If a Declared Holiday falls on an employee's regularly scheduled day of work, the employee will be paid her basic rate of pay.

a)       If a Declared Holiday falls on a part time employee’s regularly scheduled day off, no pay or lieu time will be given.

b)      If a Declared Holiday(s) falls on a full time employee’s regularly scheduled day off, then the following working day or days shall be deemed the Declared Holiday.

If a Declared Holiday falls on a normal working day when an employee is off on vacation, the employee will be entitled to a mutually agreed upon day in lieu.

Additional Holiday closures will be decided annually.


The Library Board recognizes the importance of vacation entitlements to its permanent employees.

All hourly paid library employees shall bank vacation pay to be drawn upon when their vacation is scheduled. Vacation pay will be earned as in the following chart:

1- 2 years

5% of hours worked

3 – 9 years

6% of hours worked

10 – 19 years

8.3% of hours worked

20 or more years

10.5% of hours worked

For all hourly paid library employees, the following shows the number of weeks’s annual vacation they are entitled to (“vacation time” equating the same weekly hours that they usually work):

1 – 2 years

Two (2) weeks

3 – 9 years

Three (3) weeks

10 – 19 years

Four (4) weeks

20 or more years

Five (5) weeks

Within hourly paid library employees’ first year of employment, they can withdraw the amount of accrued vacation pay that they have accumulated in their months of earned vacation pay. For example, an employee beginning in January and wanting to take vacation in November can draw on 10 months worth of accumulated vacation pay. However, if they choose to do this then their following year will have less vacation pay to draw from.

The Director shall normally receive annual vacation time in accordance with years of employment, with each “year” beginning on the anniversary of their starting month:

1- 2 years

Three (3) weeks

3 – 9 years

Four (4) weeks

10 – 19 years

Five (5) weeks

20 or more years

Six (6) weeks

Other salaried employees shall normally receive annual vacation time in accordance with years of employment, with each “year” beginning on the anniversary of their starting month:

1- 2 years

Two (2) weeks

3 – 9 years

Three (3) weeks

10 – 19 years

Four (4) weeks

20 or more years

Five (5) weeks

A vacation schedule will be posted each year, with vacation dates bases on: employee requested dates; whether an employee is salary or wage; maintaining necessary coverage; and approval by direct supervisor. 

All wage employees will be given three weeks' written notice for vacation requests. Vacation time will be granted based on maintaining necessary coverage. 

All paid vacation time must be taken within twelve (12) months from the time that the vacation was earned, except where prior approval has been granted in writing by the employer. Total deferred vacation shall not exceed 10 vacation days and must be used in the next twelve months or be forfeited.

Employees are normally entitled to receive their vacations in an unbroken period, unless agreed upon in advance with the Director. Employees are encouraged to take their vacation time throughout the year, instead of all at the end of the year. If an employee wishes to take vacation time at the end of the calendar year, they must be prepared for the possibility of not being approved for this time based on the need for coverage at the library. 

Employees who begin employment between the 1st day of the month up to and including the 15th of the month will be entitled to vacation accrual for that month. Employees who begin employment between the 16th of the month up to and including the last day of the month are not entitled to vacation accrual for the month.

Termination of employment between the 1st day of the month up to and including the 15th of the said month does not entitle the employee to vacation accrual for that month. Termination of employment between the 16th of the month up to and including the last day of the month does entitle the employee to vacation accrual for that month.

Break in service: More than 90 days leave of absence without pay is considered to be a break in service and the employee will start their vacation accrual entitlement from the beginning of her return to work. The only exception would be if the employee is off on STD/LTD (Short Term Disability/Long Term Disability). Upon the return of the STD/LTD employee, she will continue to accrue vacation at her previous entitlement rate. An employee on STD/LTD will cease accruing vacation once she has reached 60 days of sick leave

Performance Appraisals

The performance evaluation system is an on-going process designed to enhance performance and establish and maintain positive communication. 

  • All employees will participate in the performance evaluation system process. Coaching may occur throughout the year.
  • The Director will be evaluated annually by the Library Board, or Board designate(s).
  • All other employees will be formally evaluated annually by their immediate supervisor.

Performance evaluations do not include grid movements and do not suggest that pay increases automatically occur.  If grid movement is recommended by an employee’s immediate supervisor, it occurs on the anniversary date of that employee.

Normally the written performance evaluations will be performed at the end of the probationary period and are due on the employee's anniversary date thereafter. An employee or supervisor may request an evaluation at any time.

The Director's Performance Evaluation shall be completed by the Personnel Committee of the Board. The Director and Manager are responsible for completing Performance Evaluations for all other staff members that they directly supervise. The supervisor and employee will collaborate to complete the evaluation form, and the completed evaluation form shall then be placed int he employee's personnel file. 

Upon request to her supervisor, an employee may access her personnel file in accordance with FOIP guidelines. 

Employee Conduct and Disciplinary Action

All employees are expected to adhere to the standards laid out by the Camrose Public Library's policies and procedures. Employees are responsible for familiarizing themselves with said policies and procedures, as posted on the library website ( and found within the library building. Please refer any questions regarding policies and procedures to your immediate supervisor, to ensure conduct is appropriate as outlined in these documents. 

The Director has the full authority and responsibility to discipline or dismiss any employee for just cause, or alternatively without cause when providing sufficient notice and pay in accordance with the employee's length of service. Employees will be subject to disciplinary action for inappropriate conduct or unsatisfactory work performance. Progressive discipline with the aim of being corrective will be utilized, except in extreme cases. 

Progressive discipline steps:

  1. Verbal warning with an agreed upon time frame to sit down to discuss.
  2. First written warning that includes a reasonable time frame to correct the problem.
  3. A second written warning that includes a reasonable time frame to correct the problem.
  4. Dismissal.

All disciplinary documentation will be immediately copied to the employee and a signed copy acknowledging receipt will be placed in the employee’s personnel file.

Terminations will be administered in accordance with the guidelines established by Alberta Employment Standards. These Employment Standards may be accessed electronically at the Government of Alberta website.

Supervisors and employees are strongly encouraged to discuss job performance and goals on an informal, day-to-day basis to provide both supervisors and employees the opportunity to discuss job tasks, identify and correct weaknesses, encourage and recognize strengths, and discuss positive, purposeful approaches for meeting goals. Where there are perceived performance problems, a progressive form of discipline from minor to severe is recommended. Each notice or warning will be recorded clearly indicating the potential consequences should the undesirable behaviour continue or recur.


Termination for Just Cause

Termination for "just cause" may include, but shall not be limited to, conduct or any act of an employee prejudicial or injurious to the library, its interests, its reputation or its operation. Such causes may include: 

  • Serious criminal code violation such as drug abuse,
  • Serious infraction of the FOIP Regulations.
  • Unreliability and/or dishonesty.
  • Mistreatment of library patrons or fellow employee,
  • Poor job performance or work habits,
  • Inappropriate or unapproved use of library funds, 
  • Unexplained absences.

An employee dismissed for "just cause" will forfeit any special privileges or benefits and will only receive wages and vacation pay due by Employment Standards.

An employee may be dismissed for just cause without notice or pay in lieu of notice. An employee should be advised in writing of all reasons for dismissal.

An employee must receive all monies owing at the time of dismissal. An employee must receive a completed Record of Employment.


An employee may leave employment on a voluntary basis. An employee is required by Employment Standards to give a minimum of one week's notice in writing if the employment period is less than two years, and more than three months. An employee with more than two years’ service is required to give a minimum of two weeks’ notice in writing.

An employee may be terminated prior to the end of the notice period. In such cases, the employee must be paid wages in lieu of notice. Should the employee not give the required notice, the employee will be paid any earned wages and vacation pay and will be provided with the Record of Employment within seven days. Accumulated sick leave will not be paid out upon employee resignation or termination.

Medical Termination

This employment termination may be initiated by the employee or by the Director when an employee is unable to continue to work for health reasons if this action is supported by a medical recommendation.

Grievance Procedure

A grievance is defined as any difference arising out of the interpretation, application, administration or alleged violation of any policy affecting employees. A grievance must be presented in writing with full detail. Employees experiencing employment-related problems may contact the Director for resolution of the problem. The problem may be taken to the Library Board.

The purpose of the grievance procedure is to ensure that any grievance is processed in an expeditious manner. Therefore, compliance with the procedures is mandatory. The griever shall be present at each step of the grievance procedure to present his/her case. If the employer fails to comply with the procedures, the grievance may be processed to the next step by the griever. If the griever fails to comply with the procedures, the grievance shall be considered abandoned. An abandoned grievance will not prejudice employees in any future grievance of a similar nature.

Note that a grievance is a term with legal meaning, whereas a complaint is not. For a grievance to be placed, the employee’s employment must have been adversely affected by the matter being grieved. A complaint may result from any condition of employment that the employee feels is unjust or inequitable. An earnest effort shall be made to settle grievances fairly and promptly in the manner hereinafter described.

The time limits set out for the processing of grievances shall be adhered to except in the case of mutual agreement, in writing, to alter the time limits. Failure of the griever to act within the prescribed time limits shall cause the grievance to end.  Additionally, failure of the Board or supervisor to act within the prescribed time limits shall permit advancement.

An Employee with a grievance in regard to the interpretation of this Policy will resolve it through the procedures outlined below.

  1. A grievance will be initiated with the Director within seven calendar days from the day the incident comes to the attention of the Employee. A complaint may be lodged at any time.
  2. The Employee will contact the Director in writing for resolution of the grievance. The grievance shall be in writing and must include a statement of the following:
    1. The name(s) of the aggrieved;
    2. The nature of the grievance and the circumstances out of which it arose
    3. The remedy or correction the employer is asked to make.
    4. Upon receipt of a written grievance, the Director will respond in writing to the employee/volunteer within seven working days.
    5. If the employee is not satisfied with the response from the Director, the employee/volunteer may appeal directly to the Library Board in writing for resolution of the grievance. The decision of the Library Board must be returned in writing within thirty working days.
      1. An ad hoc committee of the Board may be struck and will include:
        1. The Board Chair
        2. The Board Vice Chair
        3. A committee Chair.
        4. If the grievance remains unresolved, the employee may forward the grievance to the Canadian Human Rights Commission within fourteen (14) days of the Library Board Chair and Vice-Chair decision. The grievance must be in writing, and it must set out the nature of the grievance and the remedy sought and it must include reasons for dissatisfaction with the process to date. The Canadian Human Rights Commission’s decision will be considered final.

Workplace violence, harassment and other unacceptable behaviour

The Camrose Public Library is committed to an abuse-free work environment, characterized by respect and tolerance. Acts of violence or harassment committed by, or against, any individual(s) affiliated with this organization are considered as unacceptable conduct within the context of the Alberta Occupational Health and Safety Code and the Canadian Human Rights Act. Any individual(s) engaging in workplace violence, sexual harassment, or other forms of harassment will be subject to disciplinary action, up to and including termination of employment.

Inappropriate behaviour includes, but is not limited to:

  • Threatening behaviour, such as shaking fists, destroying property, or throwing objects.
  • Verbal or written threats, including any expression of intent to inflict harm.
  • Harassment – any behaviour that demeans, embarrasses, humiliates, annoys, alarms or verbally abuses a person and that is known, or would be generally expected, to be unwelcome. This includes words, gestures, intimidation, bullying, or other inappropriate activities, including electronic communications generally disseminated.
  • Verbal abuse such as swearing, insults, and slurs.
  • Physical attacks.

Procedures for Handling Complaints

If an employee or volunteer believes he/she is being harassed, the employee or volunteer shall:

  1. Tell the individual his/her behaviour is unwelcome and ask him/her to stop.
  2. Keep a record of incidents (dates, times, location, possible witnesses, what happened and the employees own response). The employee or volunteer does not have to have a record of events in order to file a complaint, but such a record can strengthen his/her case and assist him/her in remembering details over time.
  3. File a written complaint if, after asking the harasser to stop, the harassment continues. The employee should report the problem to the Director as soon as possible and without fear of reprisal.
  4. The Director will promptly and thoroughly investigate the complaint and will inform the Camrose Public Library Board.
  5. If the complainant is not satisfied with the actions taken by the Director, the individual experiencing the alleged harassment may file a written complaint with the Camrose Public Library Board. The Camrose Public Library Board will thoroughly investigate the complaint and take appropriate action.
  6. If the complainant is not satisfied with the action taken by the Camrose Public Library Board, they may appeal directly to the Alberta Human Rights and Citizenship Commission.

Working Alone

Legislation: The Occupational Health and Safety Act, Ch. 0-2, RSA 2000

Camrose Public Library is required by the Occupational Health and Safety Act to ensure that employees required for working alone can do so safely. The following policy outlines how the library will take steps to make staff working alone as safe as possible.


The Library considers an employee to be working alone if the employee is by himself or herself at a work site in circumstances where assistance is not readily available when needed. Examples of those who could be at risk from working alone include those who: work in sites isolated from public view, work by themselves without close or direct contact with co-workers, travel alone or do hazardous work with no routine interaction with the public, travel away from base offices to meet clients, or handle cash.


  1. The Library will identify, as part of a hazard assessment, the potential hazards of working alone and will take practical steps to eliminate or control the hazards.
  2. The Library will, where practical, establish an effective means of communication appropriate to the hazards involved for employees to contact other people who can respond to the employee’s need. Alternatively, the employee will be visited by and will contact a competent worker or their employer at intervals appropriate to the nature of the hazards.
  3. The Library will ensure employees are trained and made aware of the hazards of working alone and the preventative steps that can be taken to reduce or eliminate potential risks so they can perform their jobs safely.

Safety and Security

The Library Board wishes to promote a safe work environment for Library employees.

All injuries to employees will be reported to and documented by the immediate supervisor within 48 hours of the injury.  A copy of the report will be written up on the appropriate injury form with a copy to the Director. Employees on Workers Compensation will be paid directly by the Workers Compensation Board and be temporarily taken off the payroll system.

All employees will report unsafe working conditions to their supervisor without fear of reprisal.  Unsafe working conditions will be given immediate attention. All employees are required to alert the Director regarding any security concerns.

Camrose Public Library actively works on continuous improvement of safe work practices for the benefit of all. Employees are required to read CPL's Occupational Health and Safety Manual and sign a form saying they have read said manual, and are responsible for knowing the locations of all fire exits and alarms, fire extinguishers, and first aid kits in the facility. All employees must make sure to follow the proper Sage Work Practices while performing duties. 

Employees working in the building during off hours are responsible for maintaining the security of the building during their stay and for leaving the building secure.

Accident Reporting

  • All employees and volunteers of Camrose Public Library must be covered by the Library under the Worker's Compensation Act of Alberta. All employees are expected to conform to Worker’s Compensation Board (W.C.B.) Regulations regarding accident reporting.
  • When an employee does suffer an injury of any kind, he/she shall seek first aid assistance or medical treatment if necessary. The employee shall then immediately report it to the Library Director (where applicable) who will, complete the necessary Workers Compensation report and file it according to the requirements. The Director of the Camrose Public Library System should be notified of all W.C.B. reports.
  • It is the Director of the Library’s responsibility to see that the employer and employee or volunteer W.C.B. Accident Reports are submitted to the W.C.B. within 72 hours of the time that the accident is reported to the employer to ensure prompt action from the Worker's Compensation Board. All further W.C.B. communications will be managed by the Director as assigned.

Professional Development

  • The Library may, at its discretion, determine an amount of money to be included in the annual operating budget of the library for the purposes of continuing education/professional development.
  • Employees or volunteers will contact the Director to obtain permission to attend courses or workshops. Such continuing education shall be of benefit to the library.
  • Time spent in professional development or travel will be considered a day of work at straight time.
  • Course and workshop fee reimbursement is available to permanent employees with prior approval of the Director. The amount of that reimbursement will be determined by such factors as the cost of the course, total funds available, degree of relevance to job and previous reimbursement received.
  • Travel time to or time spent at conferences, conventions, workshop seminars, or similar training course shall not be considered as lieu or overtime. Such attendance is to be determined in consultation with the appropriate supervisor and must stay within budget.
  • The Director will report to the Board annually on training and professional development. 

Personal Appearance

Dress, grooming, and personal cleanliness standards contribute to the morale of all employees and affect the image that each library presents to its customers and visitors. During business hours, employees are expected to present a clean and neat appearance and not draw inappropriate or disruptive attention to the individual. Health and Safety Standards much be considered in dressing for work.

Attire that is not acceptable are as follows: tank tops, band shirts, flip-flops, torn jeans, anything that reveals undergarments such as bra straps, and shorts and skirts that are shorter than knee length. 

Responsible Use of Funds

Any staff member that holds a Camrose Public Library credit card must only use said card for the designated purpose within their role. For any purchases that branch outside the realm of their designated role, and/or for any purchases above $400, said staff member must gain the Director's approval before making said purchases. For any purchase made on Camrose Public Library's behalf, receipts for purchases must be presented within the same week that the purchase was made to enable timely reimbursement and processing of payment.

Public Statements

a)       The Board Chair shall have responsibility for news releases on behalf of the board except when responsibility has been delegated to the Director

b)      Employees who speak or write publically are responsible for ensuring that they do not release confidential information or slander the Camrose Public Library. Public statements regarding the library must consider library policy. For more information relating specifically to Social Media in association with Camrose Public Library, please see our Social Media Policy at 

Library Volunteers

The library supports the concept of volunteerism, recognizes the important role that volunteers can play and encourages their activities. The energy, expertise, and commitment of volunteers help the library offer more services to patrons.

Volunteers need to provide both Police Information Check and Intervention Records Check to the Director of the library.

Volunteers younger than 16 must have consent of a parent or guardian prior to volunteering.

(a)                Volunteers will be interviewed by the Volunteer Coordinator to ensure that they meet the position requirements and fit in with the Library organization.

(b)                The Volunteer Coordinator will conduct orientation and training to familiarize volunteers with the policies and procedures of the Library or will delegate it to appropriate personnel.

(c)                 There will be a three (3) month probationary period to give both the volunteer and the Director time to determine suitability.

Volunteers should be provided with an orientation to the library premises, services, policies, and people with a focus on the areas relating directly to their assigned tasks.

Volunteers must be covered by their own vehicle insurance where their volunteer activity involves the use of a vehicle.

Volunteers should be treated as non-paid employees. They have the right to be treated as a co-worker, not just free help. This also means volunteers are expected to meet their commitment made to the library. Volunteers are responsible for maintaining confidentiality of all proprietary or privileged information whether this information involves individual employees, volunteers, patrons, or Board members, or involves overall Library business. Volunteers will carry out assigned duties in accordance with any by-laws, policies, and procedures of the library.

With prior approval, volunteers will be reimbursed for out-of-pocket expenses incurred in performing library duties.

In the event of an opening for a paid position, volunteers who apply for the position shall be considered and evaluated on the same basis as all other applicants.

The Director reserves the right to evaluate the placement and performance of a volunteer.  This may lead to the reassignment of the volunteer or the termination of the relationship between the volunteer and the Director in the case of unsatisfactory service, gross misconduct or failure to comply with policies and procedures.

Approval Date:  May 2014

Amended: November 21, 2017, February 2019, January 2020, June 2020

Revision/Review Date: June 2022

Approval Signature: original signed by Board Chair: Elizabeth Luck

 -page last updated: November 18th, 2020