OC Public Libraries Employee Handbook 2018

objectivity, accountability or judgment.
 Consistently provide equitable service to all patrons.
 Avoid conflict of interest by not using County resources, its reputation
or assets to support political candidates.
For a comprehensive description of individual employee conduct, refer to OC Public Libraries' Personnel Policies.
CHAIN OF COMMAND
To resolve conflicts or voice concerns, we will:
 Familiarize ourselves with our program’s organizational chart.
 Make an effort to resolve minor conflicts at the branch staff level.
 Direct a concern through the chain of command.
 There is “no wrong door” to reporting conflicts. Use County of
Orange Fraud Hotline or website or contact the OCCR Compliance Director or OCCR Human Resources if necessary.
For matters that potentially involve Equal Employment Opportunity (EEO) or are in any other way unlawful, we:
 Report EEO issues to Human Resources immediately.
 Contact law enforcement if an act is unlawful.
 Cooperate fully with investigations related to these claims.
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CONFLICTS OF INTEREST
We must avoid conflicts of interest between ourselves and the County. A conflict of interest arises when the personal interests or activities of an employee appear to or do in fact influence their ability to act in the best interest of the County.
We:
 Report outside employment. Employees are permitted to receive
outside income as long as it does not create a conflict with employment at OC Public Libraries. Employees should not receive outside income that might be perceived as inconsistent, incompatible or in conflict with official duties.
 Conduct ourselves appropriately as representatives of local government.
 Prevent situations wherein individuals may realize a personal, financial or similar benefit by virtue of their position in local governments.
 Make decisions without regard to personal benefit or to gain an improper advantage.
 Decline to accept or provide benefits that create conflict between personal interests and County interests. These benefits include, but are not limited to, accepting meals, gifts, refreshments, transportation, entertainment, or any item of monetary value provided or received in connection with assigned duties as set forth for designated employees (employees required under the County’s
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Conflict of Interest Code to file a “Statement of Economic Interests”) in the County’s Gift Ban Ordinance, enacted by the Orange County Board of Supervisors.
 Do not loan or give money or other goods of any value to coworkers or library users for personal benefit.
 Do not solicit or establish a sexual or significant financial relationship with an employee we supervise.
 Seek advice and clarification from knowledgeable sources where there is a question regarding a potential conflict of interest.
PROPER USE OF COUNTY ASSETS
OC Public Libraries protects the County’s property and assets. As OC Public Libraries employees, we:
 Are accountable for the proper expenditure of public funds (including, but not limited to, County funds, grants, and library user fines and fees) and for the proper use of County assets and property which includes employee time, material, incentive items and shared information. The County’s assets and property are to be utilized for business-related purposes only.
 Obtain appropriate authorization prior to committing or spending County funds.
 Have a duty to participate in efforts to prevent fraud, waste and abuse and ensure that public resources are used ethically, prudently, appropriately and only for designated purposes.
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 Restrict access to secure work areas to persons with proper authorization.
 Dispose of surplus, obsolete or inoperable property in accordance with the County’s procedures. Unauthorized disposal, including scrapping, selling or transferring of property without appropriate approval, is a misuse of assets.
 Safely store, secure, document, transport or relocate any County controlled and fixed assets and report missing assets promptly to the assigned asset control officer in accordance with County policy.
 Use computer systems, networks and software consistent with OC Public Libraries’ license(s) and/or rights, and store equipment, data files and software in a secure manner in accordance with County and OC Public Libraries policies and procedures.
 Adhere to cash and check handling policies and ensure the segregation of duties to ensure that all monies and payments received by OC Public Libraries are properly collected, deposited and recorded.
 Report any observed misuse of OC Public Libraries property or funds to an appropriate supervisor, branch manager or regional administrator.
RECORD MAINTENANCE AND REPORTING
OC Public Libraries is committed to maintaining accurate and appropriate records and reports. These records and reports include, but
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are not limited to, library user records, statistical reports and business data in every medium (hardcopy and electronic). We:
 Maintain complete and accurate records and prepare them in a timely manner.
 Accurately record material facts in OC Public Libraries' integrated library system (ILS), internal or external statistical
reports, correspondence, memoranda or communication of
any type.
 Ensure that timesheets, mileage claims, reimbursement claims and other cost records and reports are completed and processed in a timely manner and reflect accurate information.
 Maintain documents in accordance with federal, state, and local laws and regulations. If OC Public Libraries receives a subpoena, a request for records or other legal papers, or if there is reason to believe that such a request is likely, employees must retain all relevant records and contact their regional manager, the assistant county librarian or the county librarian immediately.
 Cooperate fully with internal and external auditors during examination of OC Public Libraries' records, finances and operations.
PRIVACY AND CONFIDENTIALITY
We as OC Public Libraries employees value our library users’ private information as well as the confidentiality of our fellow staff members. To
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achieve this, we:
 Understand that library users’ confidential information must be kept
private.
 Limit access to library users’ confidential information to only those
OC Public Libraries employees that truly need to know in order to
conduct their official duties.
 Avoid disclosing non-public, internal or confidential information
related to OC Public Libraries' operation, services or library users
to unauthorized persons, either within or outside OC Public Libraries, during employment or afterwards, except under legal mandate.
 Keep employment records private and confidential, including but not limited to documented work history, annual reviews
and performance incentive plans (PIP).
STATEMENT OF NON-RETALIATION
OC Public Libraries is dedicated to a maintaining a safe, open environment by identifying and resolving ethical compliance concerns and issues. In support of this value, OC Public Libraries has a strict non- retaliation policy. Committing or condoning retaliation for good faith reporting of a known or suspected Code of Ethics violation, or for participation in an investigation of an alleged violation, will not be tolerated. The phrase “in good faith” means that the reporting party honestly or truthfully believes or perceives the information reported to be true. Individuals who knowingly and intentionally report false or
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misleading information in order to harm or retaliate against another may be subject to discipline.
Any employee who commits or condones any form of retaliation may be subject to discipline up to and including suspension or discharge. Examples or prohibited retaliatory behavior include, but are not limited to:
 Name calling such as labeling a coworker as a snitch or tattletale for reporting a compliance concern.
 Intentionally isolating an employee because you suspect they reported a compliance concern.
 Telling an employee not to report a compliance concern with or without coercion.
 Other types of conduct intended to discourage employees from reporting or discussing compliance concerns.
REPORTING COMPLIANCE CONCERNS
Staff members must report actual or suspected violations of the Code of Ethics to their immediate supervisor, branch manager, regional manager or to the OCCR HR Director, the OCCR Compliance Officer, the IAD Hotline or any other entity with responsibility to address the concern. Staff members who do so in good faith are not to be retaliated against in the form of threats, harassment, or punitive measures.
All inquiries, complaints, and reports of alleged Code of Ethics violations will be promptly investigated. Employees are expected to cooperate
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during investigations. Reasonable measures will be taken to preserve confidentiality of the claim and the identity of staff members who report suspected violations or participate in investigations.
By self-reporting, employees cannot exempt themselves from the consequences of their own misconduct; however, self-reporting may be taken into account in determining the appropriate level of corrective action.
Questions regarding responsibilities should be directed through the chain of command, OCCR Compliance and/or Human Resources.
OCCR HR Director
County of Orange Fraud Hotline
County of Orange Fraud Hotline Website
http://www.ocgov.com/services/fraud
OCCR Compliance Director
OCCR Employee Ethics and Compliance
714-480-2858 714-834-3608
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714-48-2875 (TBA)


PATRON CODE OF CONDUCT
Effective: August 21, 2012
I. PURPOSE
To ensure that the rights and safety of patrons, volunteers, and staff are preserved and library property protected.
II. POLICY
OC Public Libraries is supported by the taxes of the people of Orange County. People expect their library facilities to be safe, clean, and comfortable. In addition, all library users can expect to: receive courteous service; talk to a staff member as needed; contact reference staff for information service; and have libraries operate in the best interest of all users.
The Following actions are not permitted in or on library property.
 Engaging in any activity that violates federal, state, local or other applicable law.
 Entering the building without a shirt or other covering on their upper bodies or without shoes or other footwear. Patrons whose bodily hygiene is offensive as to constitute a nuisance to other persons shall be required to leave the building.
 Entering the library with open sores. Open sores must be wrapped or bandaged while using the library due to the health risk presented by open wounds.
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 Possessing or consuming alcohol and/or illicit drugs, or exhibiting signs of being under the influence of alcohol or controlled substance.
 Using restrooms for bathing, shampooing, shaving, doing laundry, changing clothes, or engaging in sexual acts.
 Trespassing on library grounds and/or using library property in a manner inconsistent with its intended use of selecting materials, reading, researching, studying, writing, and attending programs and/or meetings held during business hours and/or within library buildings.
 Sleeping.
 Bringing in personal items more than 2 feet in length or height. A
maximum of 2 bags of any type will be allowed. Personal property
must be within sight of the owner at all times.
 Engaging in disruptive behavior preventing the free flow of
pedestrian traffic into and through the library.
 Using roller skates, scooters, skateboards, bicycles, wheeled shoes, or
other similar devices in and/or on library property.
 Bringing animals, insects, or other living organisms, other than service
animals assisting people with disabilities, inside library facilities or within 10 feet of any door. Exceptions to this rule include approved library programming that contains animals, insects, or other living organisms under the supervision of a responsible person or organization.
 Harassing behavior toward any person in the library, including but 60


not limited to staring, stalking, lurking, repeated unwanted personal
and/or embarrassing questions or attention.
 Engaging in lewd behavior including, but not limited to, performing
sexual acts and indecent exposure.
 Defecating and/or urinating on library property, other than a
restroom.
 Building of fires or using flammable liquids or materials.
 Using water spigots, outside electrical outlets, or tampering with
lighting unless authorized by library personnel.
 Using obscene, abusive, threatening, profane, language and/or
offensive gestures or gang signs.
 Fighting, intentionally making loud and unreasonable noises, using
offensive and/or fighting words.
 Disruptively using electronic devices, including desk top computers,
cell phones, CD players, MP3 players, iPods, walkie-talkies, PDAs, laptop computers, or any other instruments. Exceptions to this rule include approved library activities that may involve noises.
 Neglecting to provide proper supervision of children and dependent adults at all times.
 Running or jumping.
 Fraudulently using patron library cards or account numbers for any
purpose, including reserving computers.
 Destroying or defacing library property.
 Possession of weapons, including firearms. Law enforcement officers
and individuals licensed to carry handguns in accordance with state 61


or local laws are exempt from this prohibition.
 Failure to follow the reasonable direction of library staff or security
officer.
 Panhandling or engaging in any kind of unauthorized sales.
Exceptions to the items above may be made at the discretion of the County Librarian.
Failure to comply with these regulations may result in expulsion from a library program or facility, suspension of library privileges and/or arrest and prosecution to the full extent of the law. The library will seek financial restitution for any damages and other expenses as a result of failure to comply with these codes of conduct.
APPEALS PROCESS
Library users receiving a written notice of expulsion or suspension of library privileges due to violation of the Code of Conduct may within ten (10) working days appeal the ruling by written correspondence to the Assistant County Librarian. The Assistant County Librarian will respond to the appeal within ten (10) working days. If the appeal to the Assistant County Librarian is not satisfactory, the library user may, by written communication, make a final appeal to the County Librarian. The County Librarian shall respond to the user within fourteen (14) working days.
Approved by OC Board of Supervisors 8-21-2012
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HANDBOOK ACKNOWLEDGMENT FORM
By signing this form, I acknowledge that I have received a copy of OCPL’s Employee Handbook. I understand that it contains important information about OCPL's policies and culture, that I am expected to read the Handbook and familiarize myself with its contents, and that the policies in the Handbook, as well as the referenced OCPL Intranet, apply to me. I understand that nothing in the Handbook constitutes a contract or promise of continued employment and that the County may change the policies in the Handbook at any time.
______________________________________ Employee's Signature
______________________________________ Employee's Name (Print)
______________________ Date
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