Policy Procedure for Periods of Reduced Library Services Operations

Department: Library Administration

Policy/Procedure for Periods of Reduced Library Operations
updated January 2019

The library has been designated an essential service by University Administration and expected to have some level of operation during most periods of reduced operations. We understand the University’s support of such a status with compensatory pay for staff performing essential roles in keeping the building open will be honored. 1

Library Emergency Closing Telephone Tree

In consideration that options have increased for official university communication regarding University alerts and news, we are revising our former library emergency notification process. As of the above date, library employees will be responsible for their own awareness of University emergency communication. There will be NO additional notification from the employee's supervisor. Student workers will need to follow the same procedure with their supervisors. If there are questions that cannot be determine otherwise, the employee needs to contact his or her supervisor; if the supervisor is unavailable, the employee needs to work his or her way up the administrative line.

In addition to the official emails from University Administration, all employees should consider subscribing to University Alerts (employee may then choose preferred notification format). Review the campus alerts' page for options: www.valpo.edu/alert/.

Campus Closure/Reduced Operations and the Academic Calendar

The Library will be closed when:

• Campus is closed (interim, breaks, prior to classes starting) and students are not on campus; or

• Classes are cancelled/campus is closed/operations are reduced during times students are on campus and an “emergency travel only” travel ban is in place. Since it is illegal for anyone except emergency personnel to be on the roads during a travel ban, the Library will attempt to be open, contingent on VUPD picking up and transporting essential status personnel to and from work

The Library will be staffed with reduced hours when:

• Classes are cancelled/campus is closed/operations are reduced during times students are on campus; or

• Classes are cancelled/campus is closed/operations are reduced during times students are on campus, and a “travel is not advised” notification (but not a travel ban) is in place.

The Community Room should remain open at all times even if the library itself cannot be open:

• This is essential for students, such as commuters, who find themselves stranded on campus or in need of accommodation.

Campus Closure/Reduced Operations: Library Employees and Reduced Library Hours

Library Employees: Essential Status

For reasons of compensation, the University Administration has established two pay groups for hourly employees during times/events of reduced operations: 1

Group A: Those who are not required to perform essential functions.

For the Library, this includes all hourly staff employed in Acquisitions, Administration, Archives, Interlibrary Loan, and Technical Services. These employees will not be expected to come to work during such an event. 1 These departments will contact their student assistants and notify those students that they should not come in to work.

Group B: Those who are required to perform essential functions.

For the library, this includes all hourly staff employed as Circulation Managers. This may also include other hourly library staff who have been trained in the basic staffing procedures needed during such an event. These employees are expected to perform essential work functions during such an event. 1

While not noted as such by University Administration, library faculty who are able to assist in essential staffing during such events are encouraged to do so.

Library Reduced Operational Hours

We can adequately staff the library on an essential basis during times of campus closure when classes are in session if we are able to offer reduced hours. We have made this decision based on the safety needs of both our staff and student employees. We also consider our students’ presence in the library during such times as well as their interaction/need for specific library staff support during closed campus conditions. Reduced hours relieves pressure on our reliance on student assistants as essential staff during these times.

We are able to staff the library for either 8-hour or 12-hour open periods. This will be determined by the Dean, in discussion with Provost, and based on the inclement weather variables, such as choosing an earlier opening if conditions are better in the day and will worsen in the evening.

Library Reduced Operational Hours: Schedule

No one will be asked or expected to work longer than a 9-hour shift.

• 8-hour shifts: 9am-5pm or 10am-6pm

These shifts require a minimum of three people.

• 12-hour shifts: 9am-9pm or 10am-10pm

These shifts require six people (additional library staff, faculty, or student assistants).

Staffing: Library Reduced Operational Hours: Regular Personnel

Three people are needed to staff the building during reduced operations:

• One Primary Building/Operations Manager (a Circulation Manager, other hourly staff, or library faculty who has been trained) and

• Two additional personnel, available within a combination of Circulation Managers, other hourly staff, library faculty, and/or Circulation student assistants. While student assistants may appear to be readily available due to Valpo being a residential campus, we must remain mindful of their safety while traveling to/from the library even while on campus.

The Primary Building/Operations Manager will first default to the Circulation Manager already scheduled to work the hours of operation. If these are daytime weekday hours, the Circulation Managers already scheduled to cover those hours can decide amongst themselves who serves as Primary.

If the Circulation Manager already scheduled to work the hours of operation is unable to safely work the hours, other Circulation Managers will have first option to accept/decline working the hours.

If staying on as a Primary Building/Operations Manager would put a Circulation Manager into an overtime pay situation for the pay period, it is expected that all other hour coverage options by other qualified personnel during the reduced operations hours will be exhausted first.

If none of the Circulation Managers is able to safely work the hours, other trained hourly staff or library faculty will be next in line for the role of Primary Building/Operations Manager.

At the end of the shift, especially if that occurs during the evening/early morning hours, the Primary Building/Operations Manager may request housing options from Valparaiso University if s/he feels it is unsafe to drive home. The CCLIR Faculty Study is available for such a situation; lodging at the University Guest House may also be an option. VUPD should be contacted if staff remains in the building or for safe transport to/from the off-campus lodging.

Staffing: Circulation Student Assistants

If students are scheduled to work during such a time, each will receive either a phone call or an email from a Circulation Manager alerting her/him to the inclement weather/reduced operation hours situation.

• If a student lives on campus, is scheduled to work, and is able to safely come in to work the scheduled hours, s/he will be paid as usual for working those scheduled hours as well as receive token compensation from Library Administration to be applied towards food from Grinders Café.

• If a student lives on campus, is scheduled to work, and does not feel s/he is able to safely come in, s/he will not be paid or penalized for not working the scheduled hours.

• If a student lives off campus, is scheduled to work, and campus closes due to bad weather, s/he will be asked to NOT come in to work. S/he will not be paid or penalized for not working the scheduled hours.

1. Staff Employee Handbook, 2018, section 4.5.1.1 Policy on Pay for Emergency Shutdowns and Closures, pg. 25. https://www.valpo.edu/general-counsel/files/2018/08/2018.08.14-ULA_Staff_Handbook_v2018r2.pdf

Updated January 2019, pjm;
August 2016, db; January 2015, pjm; December 2011, Library Administration