POLICIES AND GUIDELINES - The Alberta Library

POLICIES
AND
GUIDELINES

Policies and Guidelines
Table of Contents
Committees Policy ....................................................................................... Page 2
Committees Guidelines .......................................................................... Page 3
Finance Policy.............................................................................................. Page 4
Finance Guidelines ................................................................................. Page 6
Membership Policy ..................................................................................... Page 10
Membership Service Recognition Policy .................................................... Page 14
Membership Service Recognition Guidelines ....................................... Page 15
Nomination-Election of the Executive Committee Policy ............................ Page 16
Nomination-Election of the Executive Committee Guidelines ............... Page 18
Personnel Policy ........................................................................................ Page 20
Policy Making Policy and Guidelines ......................................................... Page 21
Reimbursement of Expenses Policy .......................................................... Page 22
Reimbursement of Expenses Guidelines .............................................. Page 23
Service for Non-members Policy ................................................................ Page 24
Services for Non-members Guidelines ................................................. Page 25
Staff Service Recognition Policy ................................................................ Page 26
Staff Service Recognition Guidelines ................................................... Page 27
TAL Card Policy ......................................................................................... Page 28
TAL Card Guidelines ............................................................................ Page 29
Violence in the Workplace Policy ............................................................... Page 30
Violence in the Workplace Guidelines .................................................. Page 31
Employee Handbook .................................................................................. Page 33
Page 1 of 57

COMMITTEES POLICY
Statement of Intent:
The Board of The Alberta Library ensures that there is an effective framework for conducting the
business of the organization.
Policy:
The Executive Committee is established in accordance with the Articles and the Board’s Policies on
Terms of Office and Nominations/Elections. The Board approves the Terms of Reference for the
Executive Committee.
The Board delegates to its Executive Committee responsibility for ongoing business between
meetings, in accordance with the Articles of Association.
Committee work is consistent with The Alberta Library’s Strategic Plan.
The Terms of Reference for all committees will be reviewed regularly.
Standing Committees:
The Board establishes Standing Committees on the recommendation of the Executive Committee
and is responsible for approving Terms of Reference and appointing members.
A Standing Committee is one that is formed to do its assigned work on an ongoing basis.
TAL’s Standing Committees are:
• Nominations/Elections
Service Committees:
The Board, Executive Committee and Standing Committees may establish Service Committees.
Service Committees provide advice on development and implementation of a specific service or
group of services. They are on-going as long as their work is relevant to the organization. The
Executive Committee, and/or Standing Committees based on the recommendation of the Chief
Executive Officer, establishes their structure and approves their terms of reference. The
appointments to Service Committees are made by the CEO from Directors and/or staff of member
libraries.
Project Teams:
The Board, Executive Committee, Standing Committees and Service Committees may establish
Project Teams.
Project Teams are charged with completing a specific project with defined timelines and are
dissolved once their work is completed. Appointments to Project Teams are made by the CEO. The
creating body is responsible for:
• approving the terms of reference; and
• forwarding the terms of reference to the Executive Committee for information and
review to ensure the work is not being duplicated by another committee and is in
concert with the Strategic Plan.
Approved: November 23, 2012
Revised:
Reviewed: May 13, 2013
Page 2 of 57

COMMITTEES GUIDELINES
Terms of Reference will be developed in accordance with a standard template.
The Terms of Reference for Service Committees and Project Teams will be reviewed at least
every 3 years by the Committee members and TAL Staff with recommendations to the creating
body on any proposed changes.
Approved: December 10, 2012
Revised:
Page 3 of 57

FINANCE POLICY
Statement of Intent
The Board ensures effective management of The Alberta Library’s finances in alignment with
The Alberta Library’s Vision and Articles of Association.
Policy
1. The finances of The Alberta Library will be managed in an efficient and accurate manner.
1.1. The Auditor will be appointed and the audited financial statements will be approved as
per the Articles of Association.
1.2. The Executive Committee shall be the audit committee.
1.3. The fiscal year of The Alberta Library shall be January 1 to December 31, inclusive.
1.4. Subsequent years budget shall be presented for approval at the last Board meeting of
the year.
1.5. The budget shall be consistent with the Board’s priorities and the organization's longterm
plan.
1.6. Budget practices shall ensure the financial stability and organizational continuity of
The Alberta Library.
1.7. Members shall approve any change in the fee structure by May 31 of the year
preceding the change.
1.8. In addition to those items specifically included in the budget for each fund, the Chief
Executive Officer may approve unbudgeted items of up to $5,000 provided total
budgeted expenditures for the fund are not exceeded.
1.9. The Executive Committee may approve unbudgeted items for each fund up to
$10,000. Expenditures in excess of $10,000 are subject to Board approval.
1.10. The signing officers are the Chief Executive Officer and at least two members of the
Executive Committee.
1.11. The Chief Executive Officer is authorized to sign contracts, licenses and agreements.
1.12. The Alberta Library's financial records shall be maintained to ensure the security of
the records.
1.13. The Board of The Alberta Library shall ensure that its assets are protected and risks
to the organization are managed effectively.
2. The finances are managed in accordance with Accounting Standards for Not-for-Profit
Organizations.
2.1. Assets with a value equal to or more than $2,500 will be capitalized.
3. There is a sound basis for long-term financial management of the affairs of The Alberta
Library.
3.1. The Board’s reserves shall be:
3.1.1. Capital Asset Reserve: to fund future capital purchases.
3.1.2. Contingency Reserve: to offset operating costs which would be incurred if TAL
should cease operations.
3.1.3. General Reserve: to cover any deficits in the operating fund and to cover onetime
unbudgeted expenses at the discretion of the Executive Committee.
Page 4 of 57

3.2. Investment earnings shall minimize exposure and risk.
3.3. At year end, any excess in income over expenses in the Operating Fund shall be
transferred to the Capital Asset Reserve.
4. The Board may support any charitable or public project or any institution, or other
undertaking which supports the vision of The Alberta Library.
Approved: November 23, 2012
Revised:
• Date
Page 5 of 57

FINANCE GUIDELINES
1. Audit
1.1. The Treasurer, Chief Executive Officer and Finance Manager shall review the
selection of the auditor at least every five years.
1.2. A copy of the audited financial statement shall be provided to each member.
1.3. Signatories for the audited financial statements shall be two members of the
Executive Committee.
2. Banking
2.1. The Treasurer, Chief Executive Officer and Finance Manager shall review the
banking services provided to The Alberta Library at least every five years.
2.2. A change in bank will be approved by the Executive Committee.
3. Budget
3.1. Budgets shall be prepared according to acceptable accounting standards with:
3.1.1. enough detail to demonstrate accurate projections of revenues and
expenses,
3.1.2. separation of capital and operational items,
3.1.3. appropriate detail for the annual audit; and
3.1.4. disclosure of planning assumptions.
3.2. Budgets shall be based on Board-stated priorities.
3.3. Budgets shall be prepared with conservative estimates i.e. the revenue will be
estimated at its minimum level and the expenditures will be estimated at their
maximum level.
3.4. The Chief Executive Officer and the Treasurer shall make recommendations to
the Executive Committee regarding operating and policy matters that will affect
the budget.
4. Capital Assets
4.1. Amortization expense is recorded as expense in the Capital Asset Reserve.
4.2. Capital assets are recorded at cost. Amortization is calculated using the
straight line method as follows:
4.2.1. Computer hardware: 3 years
4.2.2. Furniture and equipment: 5 years
4.2.3. Leasehold improvements: 5 years
5. Central Administration Costs – Externally Restricted Program Grants
5.1. Grants received for externally restricted programs will be assessed an annual
administrative fee for central administration costs as approved in the Operating
Fund budget. A program is any initiative that is anticipated to be ongoing.
5.2. The Executive Committee is responsible for monitoring and reviewing the costs
as part of the annual budget preparation process.
5.3. Actual figures will be based on agreements with program funders.
5.4. Each externally restricted program fund shall maintain a contingency reserve, if
Page 6 of 57

allowed by the program funder.
6. Central Administration Costs – Externally Restricted Short Term Project Grants
6.1. The Alberta Library will recover administration costs as negotiated for short
term projects, as appropriate. Short term projects are those that have a clearly
defined end date.
7. Corporate Credit Card
7.1. Credit cards are issued to staff at the discretion of the Chief Executive Officer.
Staff are required to acknowledge receipt of the card and the rules for its use.
8. Disposition of Surplus Furniture and Equipment
8.1. Furnishings and equipment of no further value to The Alberta Library will be
disposed of in a manner determined by the Chief Executive Officer.
8.2. Computer hardware will be disposed of in an ecologically safe manner. The
Chief Executive Officer shall ensure that software and all information is
removed from any hardware before disposition.
9. Financial Reporting
9.1. The CEO and Finance Manager shall review monthly financial reports. Reports
include:
9.1.1. Income statement
9.1.2. Balance sheet
9.1.3. Aged accounts receivable and payable
9.1.4. Bank and credit card reconciliations
9.1.5. Payroll reports and remittances
9.1.6. GST reconciliation
9.1.7. Petty Cash
9.2. The CEO shall review and compare all financial reports for accuracy prior to
their inclusion in meeting packages. When financial reports are produced
outside of the accounting software system, these reports must be compared to
the reports produced from the accounting software to ensure the accuracy of
the reports.
9.3. The most current income statement shall be presented at each Executive
Committee and Board meeting.
10. Grant Applications
10.1. The Chief Executive Officer is authorized to apply for grants on behalf of The
Alberta Library.
11. Investments
11.1. Funds shall be invested as follows:
11.1.1. in debentures or securities issued by the Government of Canada or of
any province of Canada,
11.1.2. in debentures or securities, the payment of which is guaranteed by the
Government of Canada or of any province of Canada,
11.1.3. in debentures or securities issued or guaranteed by a chartered bank
11.2. The Chief Executive Officer, or designate, will:
11.2.1. invest funds as appropriate
Page 7 of 57

11.2.2. dispose of any investment so made whenever necessary to meet
expenditures or as prudent from an investment management view.
12. Membership Fees
12.1. Membership fees are invoiced in January of each year and are payable within
30 days.
12.2. Fees will be prorated for members who join after the commencement of the
fiscal year.
13. Petty Cash
13.1. A float of $500 shall be available for petty cash.
14. Purchasing Procedures
14.1. The Chief Executive Officer may make purchases up to $5,000 per purchase
on the basis of catalogue selection or best buy as determined by verbal
quotations.
14.2. Amounts over $5,000 and up to $25,000 will be submitted for two or more
written competitive quotes. When a higher priced item is selected, a written
explanation shall be left on the filed quote explaining the reasons for the
purchase.
14.3. Requests for Proposal are required for purchases over $25,000.
14.4. Comparative quotes will not be required if:
14.4.1. No competitive supply market exists; or
14.4.2. A source has been pre-determined and/or approved by the Board as
being the sole source capable of performing the service or supplying
the material in accordance with standards of quality or performance
satisfactory to the Board; or
14.4.3. A source is being selected as a result of an agreement with a third
party; or
14.4.4. The procurement constitutes an emergency purchase where lack of
immediate action jeopardizes operations, significantly disrupts service,
or threatens the health and safety of the staff.
14.5. Sole source purchases over $5,000 shall be reported to the Executive
Committee by the Chief Executive Officer.
15. Risk Management
15.1. Risks shall be identified, assessed, monitored, and reviewed annually.
16. Reserves
16.1. The Contingency Reserve shall have $300,000.
16.2. The amount held in the Contingency Reserve will be reviewed annually by the
Treasurer, Chief Executive Officer and Finance Manager as part of the budget
process.
16.3. Interest earned on reserves will be allocated to the Operating Fund.
17. Security of Financial Records
17.1. The Chief Executive Officer shall ensure the security of TAL’s financial records.
Page 8 of 57

18. Signing Authority
18.1. Two signatures are required on each cheque.
18.2. Electronic Funds Transfer may be done on the authority of the CEO. The
following items may be processed by EFT:
18.2.1. Payroll, including Local Authorities Pension Plan payments and source
deduction remittances.
18.2.2. GST payments to the Government of Canada.
18.2.3. Corporate Credit Card payments
18.2.4. Payments to vendors (excluding payments to individuals) up to $500.
18.3. Any one of the signing authorities is authorized to transfer monies between The
Alberta Library bank accounts.
18.4. The Chief Executive Officer may sign such agreements that require
expenditure by individual member libraries provide that:
18.4.1. There is a written commitment from those members who will pay for
the services.
Approved: December 10, 2012
Revised:
• Date
Page 9 of 57

Full Membership
MEMBERSHIP POLICY
1. Definition of terms
1.1. A "full member" is a library or library organization that:
1.1.1. Supports the vision, goals and objectives of The Alberta Library.
1.1.2. Fits one of the full member types.
1.1.3. Provides a resource or acts as a resource.
1.1.4. Pays fees according to the established fee structure.
1.1.5. Has representation on the Board of Directors.
1.1.6. Has voting privileges.
2. Membership categories
2.1. There are eight categories of full membership in The Alberta Library:
2.1.1. College and technical institute libraries.
2.1.2. University libraries.
2.1.3. Public libraries.
2.1.4. Regional library systems.
2.1.5. School divisions.
2.1.6. Special libraries.
2.1.7. Other libraries that provide a resource or act as a resource (such as
associations and training institutions).
2.1.8. A designated representative of the Government of the Province of Alberta.
3. Eligibility for full membership
3.1. All of the following criteria must be met:
3.1.1. Membership is open to non-profit libraries.
3.1.2. Members must be committed to two fundamental principles:
3.1.2.1. Barrier free access to their resources.
3.1.2.2. Reciprocal access to their collections.
3.1.3. Members must be located in the province of Alberta.
3.1.4. Members must provide accessibility to their library’s collections through,
including but not limited to, TAL Online and on a walk-in basis. This
means:
3.1.4.1. The library’s integrated library system must be capable of
inclusion in TAL Online.
3.1.4.2. The library must provide on-line public catalogue access via the
internet.
3.1.4.3. The library’s integrated library system must allow web
interactivity between the patron and the database.
3.1.4.4. The library’s integrated library systems must conform with Z39.50
standards or some other communication standard which may be
evolve.
Page 10 of 57

3.1.4.5. Catalogues must conform with basic cataloguing standards and
MARC format.
3.1.4.6. Public library catalogues and patron databases must be
connected to an APLEN Node as a point of searching.
3.1.4.7. The library must have access to technical and other staff
necessary to maintain the library’s participation in resource
sharing.
3.1.4.8. The library must be willing to give TAL Card access to its primary
clients and of other TAL partners.
4. Responsibilities of Full Membership
4.1. Members have the collections, services, staffing and budget to fulfill their primary
service mandate.
4.2. Members will actively participate in the work of The Alberta Library.
4.3. Members will have collections and services that are available to other members
and/or their primary users either through interlibrary loan or direct access.
4.4. Members' collections and services will add value to the collective resources of The
Alberta Library.
4.5. Membership will have a positive and supportive effect on the health and wellbeing
of existing members and will not cause detriment to any member.
5. Restrictions/limitations
5.1. There is no limit to the number of full members.
5.2. The number on the Board of Directors may vary, as each full member shall have
one representative, with one vote, on the Board.
6. Fees
6.1. Fee categories shall be established by the Board of Directors.
6.1.1. Category 1:
Post-secondary institution libraries, including universities, colleges,
technical institutes, research and special libraries, with library and resource
centre budgets greater than or equal to $900,000.
6.1.2. Category 2:
Post-secondary institution libraries, including universities, colleges,
technical institutes and research and special libraries, with library or
resource centre budgets less than $900,000 and greater than $300,000.
6.1.3. Category 3:
Post-secondary institution libraries, including universities, colleges,
technical institutes and research and special libraries, with library or
resource centre budgets less than $300,000.
6.1.4. Category 4:
Regional and public libraries, serving populations greater than 500,000.
6.1.5. Category 5:
Regional and public libraries serving populations less than 500,000 and
more than 100,000.
6.1.6. Category 6:
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Public libraries serving populations less than 100,000.
6.1.7. Category 7:
School divisions.
6.2. The base fee in all categories will be adjusted by the inflation rate determined by
the Consumer Price Index for Alberta as at August of the previous year.
6.3. Fees shall be reviewed every year.
6.4. The membership year shall be from January 1 to December 31.
6.5. Membership dues are payable at the commencement of the membership year.
6.6. Fees will be prorated for members who join after the commencement of the fiscal
year.
6.7. Membership fees consist of a “base fee” and a “factor fee”.
6.7.1. Category 1, 2 and 3 members are mainly responsible for providing service
or resources to a population of limited size, and therefore the budget factor
is the most suitable.
6.7.2. Category 4, 5, and 6 members are responsible for providing service to a
community and therefore the population figure is the most suitable.
6.7.3. Category 7 members are mainly responsible for providing service or
resources to a population of limited size measured by a combination of the
number of schools and student enrollment so a combination of these
factors is most suitable.
7. Rights and obligations of members
7.1. Each full member has one representative on the Board of Directors.
7.2. Each full member has one vote.
7.3. Membership is non-transferable.
7.4. Voluntary withdrawal requires written notice of at least one fiscal year.
7.5. Abrogation of responsibility may result in suspension or expulsion of a member.
8. Applying for membership
8.1. Applicants will:
8.1.1. Submit a letter of application stating the applying library adopts the
principles of barrier free access to member resources, and agrees that
reciprocal access to collections will be enabled by The Alberta Library.
8.1.2. Complete and submit a Library Profile.
8.1.3. Indicate how they will comply with the responsibilities and criteria.
8.2. Applicants meeting the eligibility requirements will be invited to join as full
members, subject to the approval of the Board of Directors. The Board shall vote
for potential new members on the basis of the above criteria at one of its two
meetings per year.
8.3. The decision of the Board of Directors is final.
Page 12 of 57

Affiliate Membership
9. Definition of terms:
9.1. An "affiliate member" is a person or organization that:
9.1.1. Supports the goals and objectives of The Alberta Library.
9.1.2. Fits one of the affiliate member types.
9.1.3. Pays an adjusted fee for limited privileges in the consortium.
10. Eligibility for affiliate membership
10.1. Membership is open to persons and organizations.
10.2. Members must be committed to the fundamental principles of The Alberta
Library.
11. Restrictions/limitations
11.1. There is no limit to the number of affiliate members.
12. Fees
12.1. The fee structure shall be established by the Board of Directors.
12.1.1. Category 8:
Affiliate members, including associations, businesses, individuals and
institutions.
12.2. The base fee in all categories will be adjusted by the inflation rate determined
by the Consumer Price Index for Alberta as at August of the previous year.
12.3. Fees shall be reviewed every year.
12.4. The membership year shall be from January 1 to December 31.
12.5. Membership dues are payable at the commencement of the membership year.
12.6. Fees will be prorated for members who join after the commencement of the
fiscal year.
12.7. Category 8 affiliate members are charged a flat fee.
13. Rights and obligations of members
13.1. An affiliate member may attend meetings as an observer.
13.2. An affiliate member has no voting privileges.
13.3. Affiliate membership is non-transferable.
13.4. Affiliate members do not participate in programs of The Alberta Library.
13.5. Abrogation of responsibility may result in suspension or expulsion of a
member.
14. Applying for membership
14.1. Applicants meeting the eligibility requirements will be invited to join as affiliate
members, subject to the approval of the Executive Committee.
14.2. Applicants may appeal a decision of the Executive Committee to the Board of
Directors. The decision of the Board of Directors is final.
Approved: November 23, 2012
Revised:
Page 13 of 57

MEMBERSHIP SERVICE RECOGNITION POLICY
Statement of Intent:
The Alberta Library Board of Directors recognizes the service of individuals from
The Alberta Library membership.
Policy:
The Alberta Library recognizes the service of individuals from The Alberta
Library’s membership based on their level of contribution on committees and/or
project teams.
The Alberta Library recognizes individuals that have made an outstanding
contribution to the organization in terms of length of service and/or the
implementation of a special project. The Pat Jobb Service Award is made at the
discretion of the Executive Committee.
Approved: November 23, 2012
Revised:
Page 14 of 57

MEMBERSHIP SERVICE RECOGNITION GUIDELINES
Pat Jobb Service Award
Certificate of appreciation and an award not to
exceed $250 in value.
Individual committee and project teams may recognize members. However such
recognition will be at the discretion and expense of the individual committee or
project team’s members and outside the scope of this guideline.
Approved: December 10, 2012
Revised:
Page 15 of 57

NOMINATION / ELECTION OF THE EXECUTIVE COMMITTEE
POLICY
Statement of Intent:
The Board of The Alberta Library shall develop an appropriate process for election of the Executive
Committee.
Policy:
The Board shall elect an Executive Committee in accordance with Articles 45, 55 and 56 of the
Articles of Association.
Nominations
• The Nominations/Elections Standing Committee calls for nominations for Executive Committee
positions, per the Guidelines, and any positions that became vacant during the current term of
office.
• Library type Representative Nominees must be nominated by a Board Member of The Alberta
Library (TAL) from their own member type.
• The Chairperson can be nominated by any Board member.
• All nominations must be received on the official Nomination Form on or prior to the deadline
noted on the Nomination Form. Each nomination must include the written consent of the
nominee.
• All nomination forms with original signatures will be sent to a Member of the
Nominations/Elections Standing Committee designated on the Nomination Form.
• Written nominations received after the prescribed date will not be accepted. The nominator will
be notified that the nomination may be made from the floor at the Board meeting.
• Nominations will also be received from the floor at the Board meeting.
Elections
Election by Acclamation
If there is only one candidate in the membership type scheduled for election, that candidate shall be
deemed elected and no vote is required.
Elections Required
In cases where a vote is necessary, the Nominations/Elections Standing Committee will forward a
list of the candidates to the Chief Executive Officer. The Chief Executive Officer shall ensure a ballot
is prepared for distribution by the Nominations/Elections Standing Committee at the Board meeting.
Call for Nominations
A member of the Nominations/Elections Standing Committee shall declare nominations open at the
meeting to provide an opportunity for additional candidates to be nominated for each of the positions
to be elected. Only one call for nominations for each position is required. Board members will be
instructed to add the name of any additional nominees to the ballot.
Voting
A Director shall mark his / her ballot paper indicating choice of candidate. No identifying mark shall
be placed on the ballot in order to maintain secrecy. Only Directors may vote.
Page 16 of 57

Ballot Count
Members of the Nominations/Elections Standing Committee shall collect the ballots and count the
votes.
Tie Vote
One member of the Nominations/Elections Standing Committee will be identified to the Board as
abstaining from the voting. In the event that there is a tie vote, the abstaining member will cast the
deciding vote.
Election Results
A member of the Nominations/Elections Standing Committee shall announce the results of the
election to the Board immediately following the ballot count.
Newly elected Executive Committee members take office at the conclusion of the Board meeting at
which they were elected.
Secrecy
Only the members of the Nominations/Elections Standing Committee shall be present during the
counting of the votes. The numerical results of the count, the election records and the materials
shall be kept secure and destroyed after the results of the election are accepted by the Board.
Mid Term Vacancies
• If a vacancy occurs during a Member’s term of office, nominations will be called for in
accordance with the Nomination/Election of the Executive Committee Policy and an election held
at the next scheduled meeting of the Board of Directors, to fill the remainder of the Member’s
term of office.
• If the next Board of Directors meeting is more than 3 months away, the Executive Committee will
appoint a member from that sector to fill the vacancy until the next Board meeting when an
election will be held according to the Nomination/Election of the Executive Committee Policy.
Power of the Board
In the event of any failure to comply with procedure relating to the election of members to the
Executive, the Board shall have the power to take any action it deems necessary to validate or
disallow the nomination, the counting of the ballots or the election.
Terms of Office
The maximum a member may serve in any one position shall be four consecutive years. Those
positions representing membership categories that only have one member may serve additional
consecutive years.
When a Director who is a member of the Executive Committee resigns or is deemed to have
resigned from the Board, they are also deemed to have resigned from the Executive Committee.
Terms of Office for the members of The Alberta Library Board Executive Committee will be
staggered, as per the Guidelines, in order to provide continuity to the work of the Committee.
Approved: November 23, 2012
Revised:
Page 17 of 57

NOMINATION / ELECTION OF THE EXECUTIVE COMMITTEE
GUIDELINES
TERMS OF OFFICE/ELECTION CALENDAR
Chairperson .......................................................................... Odd numbered years
Secretary/Treasurer ............................................................. Even numbered years
College and Technical Institute Libraries .............................. Odd numbered years
Public Libraries .................................................................... Even numbered years
Regional Library Systems ..................................................... Odd numbered years
University Libraries .............................................................. Even numbered years
Member-at-Large 1 ............................................................... Odd numbered years
Member-at-Large 2 .............................................................. Even numbered years
Province of Alberta .........................At the discretion of the Government of Alberta
If any of the categories do not have representatives, additional directors will be elected to the
board Executive Committee.
Approved: December 10, 2012
Revised: May 13, 2013
Reviewed: May 13, 2013
Page 18 of 57

SAMPLE NOMINATION FORM
TAL Executive Elections (insert year) Nomination Form
Nominations received after (insert date) will be returned to sender.
I am submitting the following name as a candidate for the position of:
(check one)
(list vacant positions) _____
Chairperson
_____
Candidate Information:
Name ________________________________________________________________
Library
______________________________________________________________
Address ______________________________________________________________
City __________________________________Postal Code _____________________
Phone (w) _____________________________ (h) ____________________________
Fax (w) _________________________ E-mail ______________________________
Candidate’s signature ________________________________________
I have contacted the Nominee and he/she has agreed to this nomination.
Name _____________________________ Member type ______________________
Your Signature __________________________
Date _______________________
SEND SIGNED FORM BY (insert date) to:
ADDRESS:
TAL Nominations/Elections Standing Committee
c/o ________________________
________________________
________________________
________________________
OR FAX to: (insert number) Attention:
_________________________
OR Email to: ________________________________________________
Page 19 of 57

PERSONNEL POLICY
Statement of Intent:
The Board of The Alberta Library will be a fair and responsible employer.
Policy:
The Board shall comply with all relevant Provincial and Federal Laws and
Regulations governing human relations.
The Executive Committee shall establish Employment Guidelines and review
them every 2 years.
The Chief Executive officer is responsible for ensuring all staff members are
apprised of the Employment Guidelines.
The Executive Committee is responsible for personnel matters relating to the Chief
Executive Officer.
Approved: November 23, 2012
Revised:
Page 20 of 57

POLICY MAKING
Statement of Intent:
The Board of The Alberta Library shall ensure the establishment and review of policy in
order to direct the operation of the organization.
Policy:
The Executive Committee is responsible for policy development and for recommending
policies to the Board.
Any Director, committee or government agency as a full member of TAL may suggest policy
for development or amendment to the Executive Committee.
All policy recommendations shall be clearly written and based on the philosophy of The
Alberta Library. Policy shall comply with federal and provincial laws, the Articles of
Association and the existing body of policies.
The Board approves policies by means of one reading at any scheduled Board meeting.
The Executive Committee approves guidelines by motion.
Each Policy and Guideline is reviewed regularly.
The Membership will be given sufficient time to examine new or revised policy prior to the
Board Meeting at which approval is requested.
Approved: April 20, 2012
Revised:
Reviewed: May 13, 2013
•
Guidelines:
1. Policies and Guidelines are reviewed at least every three years.
Approved: December 10, 2012
Revised:
Reviewed: May 13, 2013
•
Page 21 of 57

REIMBURSEMENT OF EXPENSES POLICY
1. Statement of Intent:
1.1. The Board of The Alberta Library ensures reasonable remuneration for members
engaged in the business of the organization.
2. Policy:
2.1. The Alberta Library shall reimburse its staff and member library staff for expenses
incurred while engaged in the business of The Alberta Library. Directors participate in
Board meetings at the expense of their institutions.
2.2. The Alberta Library shall reimburse committee members for expenses incurred during
the course of their participation in The Alberta Library committee activities.
2.3. The Alberta Library shall reimburse individuals who have been asked by the Executive
Committee to represent The Alberta Library at specific events or functions.
2.4. The Alberta Library reimburses its staff members for expenses incurred in meeting
their job requirements.
2.5. Eligible expenses shall be reimbursed as per the Guidelines.
Approved: November 23, 2012
Revised:
• Date
Page 22 of 57

REIMBURSEMENT OF EXPENSES GUIDELINES
The following expenses are eligible for reimbursement:
1. Expense Claims
1.1. Expense claim forms, accompanied by all necessary receipts and/or documentation,
normally will be completed and submitted to the Chief Executive Officer within one
month of the meeting, function or event for which the expenses are being claimed.
2. Hosting
2.1. Approved hosting expenses will be reimbursed. Receipts are required. All hosting
expense receipts shall state the name and company/institution of the individual hosted.
3. Incidentals
3.1. $8.00/day
3.2. Employees and committee members may claim an incidental allowance of $8.00 for
every 24 hour period of travel away from home. Incidental expenses include,
telephone calls home, coin laundry, public transit, dry cleaning, and meter parking. No
receipts are required for this allowance. The incidental allowance will be reimbursed in
Canadian funds only.
4. Meal Allowance (no receipts required)
4.1. Per diem Total $46.00/day
• $11.50 Breakfast
• $11.50 Lunch
• $23.00 Dinner
4.2. Meal allowances will not be reimbursed when included with airfare, train fare or when
included in registration/conference fees. Alcoholic beverages will not be reimbursed.
5. Private Accommodations
5.1. $20.00/night
5.2. When an individual chooses to stay with friends or relatives, the individual will be
reimbursed for each night. This allowance is intended to allow for suitable recognition
for the host. No receipt is required.
6. Transportation
6.1. Individuals will use the most cost effective mode of transportation. Actual costs
incurred shall be reimbursed for airfare, bus fare, car rental, taxis and train fare.
Receipts are required.
6.2. Mileage will be reimbursed at the Provincial Government rate.
6.3. Reimbursement for the use of private automobiles while on The Alberta Library
business is based upon the number of kilometers driven or estimated map mileage,
and will normally be limited to 300 kilometer round trip from the meeting location.
6.4. Individuals will be reimbursed for parking expenses with submission of receipts.
Approved: December 10, 2012
Revised: Date
Page 23 of 57

SERVICES FOR NON-MEMBERS POLICY
Statement of Intent:
To further the strategic goals and support the values of the organization, the
Board of The Alberta Library is interested in pursuing opportunities to provide
contractual services to non-member organizations.
Policy:
The Board will provide a framework for extension of services to non-members,
including an appropriate fee structure.
The Executive Committee will establish fee structures, appropriate to the
services provided.
This policy does not apply to current TAL members. Existing members who opt
out of TAL membership are ineligible for services.
Approved: November 23, 2012
Revised:
Page 24 of 57

SERVICES FOR NON-MEMBERS GUIDELINES
Within the context of the Services to Non-members Policy services may be
offered to non-members libraries and jurisdictions for not less than complete cost
recovery.
Approved: December 10, 2012
Revised:
•
Page 25 of 57

STAFF SERVICE RECOGNITION POLICY
Statement of Intent:
The Alberta Library Board of Directors recognizes the contributions of staff
members to the success of The Alberta Library.
Policy:
The Alberta Library recognizes the service of current staff members at The
Alberta Library based on the consecutive years of service to the organization.
The Alberta Library recognizes the service of permanent staff members who
have resigned or retired from The Alberta Library based on the length of service
to the organization.
Approved: November 23, 2012
Revised:
Page 26 of 57

STAFF SERVICE RECOGNITION GUIDELINES
These guidelines will be applied on the anniversary date.
For recognition of current staff:
At 5 years
At 10 years
Certificate of appreciation and an award
not to exceed $100.
Certificate of appreciation and an award
not to exceed $200.
At 15 years and every 5 years Certificate of apprication and an award
thereafter not to exceed $300.
For recognition of retiring or resigning staff:
Normally, recognition is as follows:
From 2 to 5 years service
From 6 to 10 years
From 10 to 15 years
Certificate of appreciation and a gift not
to exceed $50 in value.
Certificate of appreciation and a gift not
to exceed $100 in value.
Certificate of appreciation and a gift not
to exceed $200 in value.
16 years and over Certificate of appreciation and a gift not
to exceed $300 in value.
Approved: December 10, 2012
Revised:
•
Page 27 of 57

THE ALBERTA LIBRARY CARD POLICY
Statement of Intent:
The Board of The Alberta Library is responsible for establishing policy on
reciprocal borrowing among member libraries.
Policy:
The Alberta Library was established by the library community to ensure that
Alberta's citizens have access to a wide variety of current and valuable
information. The Alberta Library card is one means of enabling expanded access
to the physical collections of participating libraries.
Member libraries shall participate in the TAL Card program.
Alberta Library Card holders will not be charged a fee for borrowing materials
from participating libraries outside their home library.
Approved: November 23, 2012
Revised:
Page 28 of 57

THE ALBERTA LIBRARY CARD GUIDELINES
Lost Materials
Participating libraries will be reimbursed for the replacement costs of lost
materials, within TAL’s budgetary restraints. Overdue fines and cataloguing or
processing costs are not reimbursed.
Replacement costs for lost materials must be documented by an overdues claims
notice or by a recognized standard pricing source and cannot exceed $200 per
item. If an item is out of print, The Alberta Library will reimburse, within
budgetary constraints, the average price per item in the appropriate category
from the Bowker Annual or similar publication, unless the library provides other
documentation.
The Alberta Library has a limited budget for the reimbursement of lost materials.
Should the claims exceed the amount allocated for reimbursement, the amount
reimbursed for each item will be pro-rated.
Approved: December 10, 2012
Revised:
•
Page 29 of 57

VIOLENCE IN THE WORKPLACE POLICY
Statement of Intent:
The Board of The Alberta Library (TAL) is committed to the prevention of workplace
violence and promotes a violence free environment in which all people respect one
another and work together to achieve common goals. Any workplace violence
committed by or against any employee or any other persons associated with the
organization is unacceptable conduct and will not be tolerated.
Policy:
The Alberta Library develops and maintains violence prevention practices in all offices to
create a respectful and safe work environment and ensures that it complies with the
Alberta Occupational Health and Safety Act, Regulation and Code.
This policy applies to all TAL employees full-time, part-time and temporary and persons
acting on behalf of TAL, such as contractors and consultants.
TAL shall consider workplace violence as a hazard and when conducting hazard
assessments, shall include employees in this assessment.
TAL shall ensure that employees understand how to recognize workplace violence, the
procedures for responding to, reporting on and investigating incidents or violence in the
workplace.
No action shall be taken against an individual for making a complaint, unless the
complaint is made maliciously.
Employees are required to be familiar with and follow the procedures for responding to,
reporting on incidents of violence, and preventing workplace violence.
Definitions:
Violence: Violence whether at a work site or work related, means the threatened,
attempted, or actual conduct of a person that causes or is likely to cause physical injury.
Work site: A location where an employee is, or is likely to be, engaged in any
occupation and includes any vehicle or mobile equipment, used by an employee in an
occupation.
Approved: November 23, 2012
Revised:
Page 30 of 57

VIOLENCE IN THE WORKPLACE GUIDELINES
Hazard Assessment
Hazard assessments regarding workplace violence will be completed as part of the
overall hazard assessment program. Employees will participate in such assessments.
Response to Incidents
Employees exposed to potential or actual situations of violence in the workplace should
take one or all of the following actions, depending on the severity and location of the
situation:
• Make it known to the alleged offender that their behavior is not acceptable.
• Leave the area immediately
• Lock office doors and remain inside to call building security
• Call for assistance from a co-worker, building security staff or 911.
Reporting incidents
Employees should report incidents of workplace violence as soon as possible to their
supervisor, his/her designate or the Chief Executive Officer. They will be asked to
cooperate with any investigation surrounding the incident.
In addition to verbally reporting workplace violence issues to supervisors as soon as
possible after the incident, employees are required to report incidents in writing on the
Violence Incident Report Form.
The documentation should be submitted to their supervisor or the Chief Executive
Officer as soon as possible after the incident.
The supervisor will ensure that the Chief Executive Officer and Administrative Services
Manager are notified of all instances of violence in the workplace that directly involve an
employee.
Building security will be notified if appropriate.
Investigation of incidents
Incidents will be investigated in an objective and timely manner.
Investigation will include interviewing victims and witnesses.
Reports of incidents of violence will be kept confidential.
Page 31 of 57

Victim support
TAL will ensure that employees are advised to consult with a health professional of their
choice for treatment or referral, if they have a physical injury or adverse symptoms
resulting from a workplace violence incident, or are exposed to workplace violence.
Employees should seek appropriate internal and/or external assistance in relation to
incidents of workplace violence.
Police Services may also be called if there is a concern for the safety of an employee.
Employee training
TAL will integrate workplace violence prevention into employee orientations and into
normal workplace practices and procedures.
Staff meetings will be used to hold training and awareness.
Other
Further remedies surrounding workplace violence issues identified by staff will be
created and communicated back to staff. These include, but are not limited to, working
alone.
This policy shall become part of the TAL Personnel Handbook.
Issues that arise under this policy will be reviewed to determine if this policy needs
revision.
Approved: December 10, 2012
Revised:
•
Page 32 of 57

EMPLOYEE
HANDBOOK
Page 33 of 57

Table of Contents
INTRODUCTION ....................................................................................................................... 1
OUR VALUES ............................................................................................................................ 2
DEFINITIONS ............................................................................................................................ 3
EMPLOYMENT .......................................................................................................................... 3
Hours of Work ........................................................................................................................ 3
Flexibility in Hours of Work ..................................................................................................... 3
Recruitment ............................................................................................................................ 3
Probation ................................................................................................................................ 4
References ............................................................................................................................. 4
Funding Availability .................................................................................................................... 4
PERFORMANCE MANAGEMENT AND ASSESSMENT ........................................................... 4
Performance Assessment ....................................................................................................... 4
Annual Performance Adjustment ............................................................................................ 5
COMPENSATION AND SALARY ADMINISTRATION ............................................................... 5
Salary Budget and Economic Adjustments ............................................................................. 5
Classification .......................................................................................................................... 5
Salary Grid and Placement in a Salary Range ........................................................................ 5
Acting Pay (Temporary - Promotion or Assuming Duties and Responsibilities) ....................... 5
Overtime ................................................................................................................................. 6
Management Earned Days Off (EDO’S) ................................................................................. 6
Vehicle Use and Expenses ..................................................................................................... 6
BENEFITS ................................................................................................................................. 6
Employee Group Benefits Plan ............................................................................................... 6
Alberta Health Care Premiums ............................................................................................... 7
Local Authorities Pension Plan (LAPP) ................................................................................... 7
Sick Leave .............................................................................................................................. 8
Medical and Dental Appointments .......................................................................................... 8
Extended Illness Leave .......................................................................................................... 8
Worker’s Compensation ......................................................................................................... 8
Vacation ................................................................................................................................. 9
General Holidays .................................................................................................................... 9
Continuing Education and Training .......................................................................................10
LEAVES OF ABSENCE ............................................................................................................10
Leave without Pay .................................................................................................................10
Maternity, Parental and Reservist Leave ...............................................................................10
Bereavement Leave ..............................................................................................................10
Compassionate Care Leave ..................................................................................................10
Jury Duty ...............................................................................................................................10
Election Days ........................................................................................................................11
OCCUPATIONAL HEALTH AND SAFETY ................................................................................11
WORKING ALONE ...................................................................................................................11
This section has not yet been revised.
VIOLENCE IN THE WORKPLACE ............................................................................................12
This section has not yet been revised.
Statement of Intent ................................................................................................................12
Policy Statement ...................................................................................................................13
Definitions .............................................................................................................................13
Page 34 of 57

Violence .............................................................................................................................13
Work site ............................................................................................................................13
Procedures ............................................................................................................................13
Hazard Assessment ...........................................................................................................13
Response to Incidents........................................................................................................13
Reporting incidents ............................................................................................................14
Investigation of incidents ....................................................................................................14
Victim support ........................................................................................................................14
Employee training ..................................................................................................................14
Other .....................................................................................................................................14
APPENDICES
1.Overtime Agreement ............................................................................................................ 167
2.Salary Grid ........................................................................................................................... 168
3.Code of Conduct .................................................................................................................. 169
Page 35 of 57

INTRODUCTION
These guidelines are intended to facilitate mutual respect, good communication and
professionalism while endeavoring to be fair to both the Board and staff.
The information in this document applies to all positions within TAL, with the exception
of the Chief Executive Officer and those employees seconded from other institutions.
The Chief Executive Officer is responsible for all aspects of personnel management
within TAL, and may delegate responsibility to supervisors and members of the
Management Team, as appropriate.
For topics which are not covered within this document, the employee is encouraged to
discuss the matter with his/her immediate supervisor, the Finance Manager or the Chief
Executive Officer.
Page 36 of 57

OUR VALUES
Cooperation and Collaboration
We embrace diverse interests and facilitate active participation in our activities.
Respect
We honour diversity in an atmosphere of inclusion and candour.
Innovation
We are a catalyst for positive change and continuously seek opportunities to
enhance library services.
Learning
We support the development of a skilled and knowledgeable library community.
Accountability
We practice openness, and are responsive to the evolving needs of the Alberta
library community.
Page 37 of 57

DEFINITIONS
Permanent Employee:
Term Employee:
Wage Employee:
Seconded Staff:
Full time:
Part-time:
Anniversary Date:
LSI:
Management Team:
An employee who has successfully completed the
probationary period and whose employment has no predetermined
end point.
An employee who is hired for a specified term. Term
employees may be paid on a monthly salary or an
hourly rate.
Employees who are paid on an hourly basis.
A staff member whose services are contracted through
an arrangement with another institution for a specified
period of time and whose compensation and benefits
are determined by their home institution.
An employee whose regular hours of work are 35 hours
per week.
An employee whose regular hours of work are less than
35 hours per week.
The employee’s first day of work, which is generally the
date as stated in the letter of employment.
Long Service Increment
The following positions shall comprise TAL’s
Management Team: CEO, APLEN Director,
Communications Director, Finance Manager, and
Executive Assistant
EMPLOYMENT
Hours of Work
Office hours are normally 8:30 a.m. to 4:30 p.m., Monday through Friday. Employees
are entitled to two fifteen minute breaks and one unpaid hour for lunch.
Flexibility in Hours of Work
Changes to regular scheduled hours may be approved at the discretion of the Chief
Executive Officer, and upon the recommendation of the Supervisor.
Recruitment
TAL is committed to the principle of equal opportunity. As an employer, TAL welcomes
diversity in the workplace and encourages applications from all qualified applicants.
All permanent vacant positions will be posted.
Page 38 of 57

Probation
The probationary period for a new employee is normally three months, with the option to
extend as necessary to a maximum of nine months. During this period, the employee
will be evaluated on his/her job performance.
The probationary period for members of the Management Team shall be six months,
with the option to extend as necessary to a maximum of twelve months.
At the completion of the probationary period, the Supervisor will file a written
performance review. The probationary period may be extended on recommendation of
the supervisor, and at the discretion of the Chief Executive Officer.
References
The Chief Executive Officer or immediate supervisor may provide employment
references upon request for TAL employees.
Funding Availability
All items, including but not limited to, salary levels, increments, benefits, and expense
reimbursement levels are subject to budget availability.
PERFORMANCE MANAGEMENT AND ASSESSMENT
Performance Assessment
TAL believes that all employees come to work to do a good job and to take ownership of
their work responsibilities. TAL believes, therefore, that it is has a responsibility to ensure
that all employees have the necessary training, knowledge, resources and feedback to do a
good job and to make good, informed decisions. TAL believes that all employees should
receive ongoing feedback regarding their performance. If performance is not productive, it
should not come as a surprise to the employee and appropriate steps should be taken to
improve performance for the sake of the employee, co-workers and the workplace
environment.
Supervisors must complete annual performance appraisals for each employee under their
supervision. This is a joint activity between the Supervisor and the employee. The
annual performance appraisal of each employee shall be completed within one month prior
to the employee's anniversary date of employment.
Interim reviews shall be conducted during the period under review.
The performance assessment of the CEO shall be conducted by the Personnel Committee.
Page 39 of 57

Annual Performance Adjustment
The amount of a salary increase provided to an employee, if any, will be based on an
assessment of their performance in the preceding year.
Should the assessment not be complete by the employee’s anniversary date, the
employee may receive a single increment.
COMPENSATION AND SALARY ADMINISTRATION
Salary Budget and Economic Adjustments
The Alberta Library salary grid will be reviewed annually by the Executive Committee as
part of the budget process.
Classification
The Chief Executive Officer makes the final decision on classification of new positions or
reclassification of existing positions.
Salary Grid and Placement in a Salary Range
The Alberta Library has adopted a salary grid consisting of five salary bands. The salary
bands recognize differences in the scope of duties and responsibilities of positions.
Each band includes ten levels with set increments for each level.
The entry level or development level pay for an individual who does not possess the full
qualifications for a position is one increment below the range minimum.
Employees are eligible for the long service increment (LSI) once they have reached the
top of their salary band, and have been employed by The Alberta Library for a minimum of
seven years.
An employee will continue at their current salary if:
• An employee is transferred or moved to a lower level position.
• An employee’s position is re-evaluated to a lower level classification based on
organizational requirements of the position.
• The employee’s current annual base salary exceeds the maximum of the salary
range for that position.
Acting Pay (Temporary - Promotion or Assuming Duties and Responsibilities)
Acting pay is provided when all or a significant portion of a higher level of responsibility
and authority is assigned and includes the decision making authority of the position.
Acting pay is additional compensation for a temporary assignment of more than one full
month to a position of increased responsibility.
Acting pay may be authorized from a minimum of 5% and up to a maximum of 10% of
the assigned employee’s base salary for periods of one or more months.
Page 40 of 57

Acting pay is intended to be administered in a flexible manner, based on the Chief
Executive Officer’s or Director’s discretion and depends on the circumstances.
Overtime
Overtime is provided to non-management employees. Overtime must be approved in
advance, in writing, by the supervisor, and must be documented on monthly time sheets
or absence reports. Any overtime not authorized by the supervisor may not be
approved for compensation.
Overtime will be compensated according to the terms of the Overtime Agreement.
No more than a total of thirty-five hours can be accrued at any given time. The CEO may
schedule and require staff to use lieu time.
In lieu time is not granted for attendance at or travel to professional development
opportunities.
Management Earned Days Off (EDO’S)
Members of the Management Team are not eligible for overtime. TAL will provide
management with five “earned days off” (EDO’s) per year in lieu of overtime.
Management earned days may not be carried into the next year.
Vehicle Use and Expenses
Employees are reimbursed for expenses incurred on TAL business. The claim
procedure and rates are described in TAL's "Policy and Procedures for Reimbursement
of Expenses."
BENEFITS
Employee Group Benefits Plan
Permanent employees are eligible for Group Benefits following a waiting period of three
months, according to the terms of the benefits provider. The waiting period may be
waived or shortened at the discretion of the Chief Executive Officer.
Group benefits include:
• Accidental Death and Dismemberment
• Dental Care
• Dependant Life Insurance (if applicable)
• Extended Health Care
• Group Life Insurance
• Long Term Disability Insurance
Participation in the following is mandatory:
• Accidental Death and Dismemberment
• Dependant Life Insurance (if applicable)
• Group Life Insurance
• Long Term Disability
Page 41 of 57

Dental Care, Extended Health Care, and Vision Care are optional only if the employee
or dependants have similar coverage elsewhere. Employees covered under spousal
plans may opt to be included in the TAL plan in order to coordinate benefits.
TAL pays 100% of the premiums for:
• Extended Health Care
• Dental Care
Employees are required to pay (100%) of the premiums for:
• Accidental Death and Dismemberment
• Dependant Life Insurance
• Group Life Insurance
• Long Term Disability
Employees must continue with the Group Benefit Plan if on paid leave.
Employees may elect to continue participation in the Group Benefit Plan while on
Maternity, Parental or Reservist leave up to a maximum of one year. The employee is
responsible for the employee portion of the benefits premium. Effective January 1, 2013
employees will also be responsible for the employer portion of the benefits premium.
Alberta Health Care Premiums
Employees are responsible for paying any Alberta Health Care Premiums.
Local Authorities Pension Plan (LAPP)
All permanent employees who work 30 or more hours per week on average in a service
year must participate in LAPP, unless they are not eligible according to the terms of the
Plan.
There will be a 3 month waiting period for new employees. The CEO may waive the
waiting period. New employees who are already participating in LAPP upon their hire
will continue with the Plan with no waiting period provided there is no gap in service.
Employees who work 21 or more hours per week, but less than 30 hours per week, may
elect whether or not to participate in LAPP. Employees who elect to participate in LAPP
must continue to do so until their employment ends or they become ineligible due to a
change in their reemployment status. Employees who elect not to participate shall sign a
waiver indicating their choice. They shall then be ineligible to join LAPP at any future
date unless their participation becomes compulsory because of a change in their
employment status.
Employees who work less than 21 hours per week and temporary employees are not
eligible to participate.
Employees eligible for participation in LAPP who are on paid leaves, full or partial, must
continue to participate in LAPP.
Page 42 of 57

For the CEO, when employed under a fixed term contract rather than a continuing
employment contract, participation in LAPP is voluntary.
During leaves of absence without pay, any continued contributions to LAPP will be
governed by LAPP regulations.
Sick Leave
Employees must notify their supervisor of unexpected absences within the hour prior to when
he/she is expected to be at work. The Chief Executive Officer may require the employee to
provide a medical certificate for sick leave used.
Permanent and term employees accrue fifteen days per year for personal illness or injury,
medical appointments or for the care of immediate family members. Sick leave is pro-rated
for part-time permanent and term employees.
Unused sick leave may be accumulated to a total of eighty-five days. Unused sick leave
will not be paid out upon termination or resignation.
An employee on sick leave receives the regular rate of pay and the number of days paid
are subtracted from the sick days provided.
No sick leave is accrued while an employee is on Maternity, Parental, or Reservist
Leave; or any other unpaid leave.
Medical and Dental Appointments
Employees are expected to schedule their medical and dental appointments in order to
attend such appointments on their own time. When this is not possible, employees
requiring time off for medical and dental appointments not exceeding three hours shall
have this time off without deduction of Sick Leave. Appointments longer than three
hours shall be counted as sick leave for the entire absence.
The Chief Executive Officer may require the employee to provide a medical certificate
for medical appointments.
Extended Illness Leave
Up to two weeks paid leave will be granted at the discretion of the Chief Executive
Officer. A doctor’s certificate must be provided as part of the request for such leave. All
accumulated Sick Leave must be used before accessing Extended Illness Leave.
In order to return to work, an employee on Extended Illness Leave must provide a
doctor’s note certifying their fitness to return to work. Employees are encouraged to
provide two weeks notice of their return to work.
Worker’s Compensation
Employees must report all workplace accidents and must complete the relevant forms
within twenty-four hours.
Page 43 of 57

Vacation
Permanent Employees
Employees are only eligible to take earned vacation. Vacation cannot be taken during
the probationary period. Vacation will be accrued at the following rates (pro-rated for
part-time):
• Fifteen days per year for each of the first five years of consecutive employment;
• Twenty days per year after five years consecutive employment;
• Twenty-five days per year after twelve years of consecutive employment.
An employee may carry over a maximum of five accrued vacation days up to three
months beyond the anniversary date of the year in which it was awarded. An employee
may request special permission from the Chief Executive Officer for more than the
allowed five day’s carry over beyond the fifteen month’s limit.
If an employee does accrue vacation beyond the time frame noted above, the CEO may
schedule and require the employee to take vacation time.
At the discretion of the CEO, employees may borrow up to five days from their next
year’s allotment of vacation. If the employee leaves the employment of TAL owing
vacation time, the amount will be deducted from the final pay cheque.
Term and Wage Employees
Term and wage employees shall receive vacation pay at the rates specified in the
Alberta Employment Standards Code.
General Holidays
The following are designated general holidays for TAL:
• New Year's Day • Alberta Family Day
• Good Friday • Easter Monday
• Victoria Day • Canada Day
• Heritage Day • Labour Day
• Thanksgiving Day • Remembrance Day
• Christmas Day • Boxing Day
If a general holiday falls on a Saturday or Sunday, it is observed on the first working day of
the following week.
TAL will be closed for business during the three days between Christmas and New Year’s.
Permanent employees are entitled to these days off with pay, provided they fall on regularly
scheduled days of work for that employee.
General holidays will be taken in accordance with the TAL Overtime Agreement and the
Alberta Employment Standards Code.
Page 44 of 57

Continuing Education and Training
All employees are expected to pursue professional development to enhance
professional performance.
Funds may be designated in the annual budget to support professional development.
Each staff member will be assigned a professional development “bank” of funds each
year for professional development. Staff will be reimbursed for professional activities up
to the amount of the bank. TAL will support staff attending further professional
development opportunities through the provision of paid time.
The professional development bank may also be used to reimburse membership fees in
a professional organization.
LEAVES OF ABSENCE
Leave without Pay
The Chief Executive Officer may consider limited periods of leave without pay or
benefits, provided that the leave does not unduly affect the functions performed by the
employee or that arrangements can be made for the performance of his/her duties
during the leave. The employee’s vacation allotment shall be totally expended before
such a leave will be considered.
Maternity, Parental and Reservist Leave
The Alberta Library shall ensure the appropriate leave is available for all staff as
provided for in the Alberta Employment Standards Code.
Bereavement Leave
Permanent and term employees may take up to five consecutive days bereavement leave
for the death of a member of the immediate family including partner, spouse, children,
parents (including in-laws), siblings (including in-laws), grandparents or grandchildren.
Others having a close relationship or included as a member of the employee's household
may be included at the discretion of the Chief Executive Officer.
In the event of the death of a member of the extended family, an employee may be
allowed up to three consecutive days paid leave.
Compassionate Care Leave
In compliance with Employment Insurance (EI) Compassionate Care Benefits, eligible
employees are granted compassionate care leave, based on the formula and criteria
supplied by Employment Insurance.
Jury Duty
An employee who has been selected for jury duty shall notify the Chief Executive Officer
or supervisor in writing, with a copy of the notification.
Page 45 of 57

The employee will receive full pay for the jury duty, provided the employee reimburses
TAL for the amount of any jury duty pay received from the courts.
For purposes of vacation or any other staff benefit, time off for jury duty shall be deemed
to be as if the employee were working regular hours. Overtime will not be paid for jury
duty.
Election Days
Employees who are eligible to vote in any official election may take time off to vote, as
required by law, in advance of the poll closing.
OCCUPATIONAL HEALTH AND SAFETY
The Alberta Library aims to provide a safe workplace where employees are free from
violence and harassment.
OHS COMMITTEE
TAL has an Occupational Health and Safety Committee. Members of the Committee
are available to address health and safety concerns of employees.
WORKING ALONE
*** NOTE ***
This section has not yet been revised.
TAL is committed to implementing the procedures required to support the safety and
security of employees working alone both in the office and while traveling on TAL
business.
There are two (2) circumstances in which TAL staff could find themselves working alone:
when they are working outside of normal work hours and when they are traveling alone
on company business. The following procedures have been developed to address these
situations.
Working alone outside of normal hours within either the downtown or campus offices:
Stanley A. Milner Offices:
• All office spaces have been provided with bolt locks. If at any time during the day
or in the evening a staff member is working alone, the doors should be locked.
• All offices have been provided with telephones.
• The building has twenty-four (24) hour a day security guards who can be reached
at:
o Day – (780) 446 9769
• Monday through Friday 6:00am - 12:00am
• Saturday 7:00am - 7:00pm
• Sunday 12:00pm - 6:00pm
o Night – (780) 496 8888
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• It is recommended that any staff member who chooses to, or is required to, work
in the evenings also carry a personal cell phone.
• All staff members should familiarize themselves with the emergency procedures
for the area they are working ahead of time. This information can be found within
the OHS binder in Room 6-14.
Cameron Library Offices:
• Campus office space is protected after hours by a pass key entry system.
• All cubicles have been provided with telephones.
• The building has twenty-four (24) hour a day security guards who can be reached
at 492 5050.
• It is recommended that any staff member who chooses to, or is required to, work
in the evenings also carry a personal cell phone.
• When computer equipment is being moved within the computer centre, two
people will assist with this duty.
• All staff members should familiarize themselves with the emergency procedures
for the area they are working ahead of time. This information can be found within
the OHS binder in Room 4-30Q.
Working alone while traveling on TAL business:
• Check road reports and weather forecast before traveling.
• DO NOT travel if road conditions are dangerous.
• Develop a travel plan that includes rest breaks.
• It is advisable to carry a first aid kit, emergency supplies and a cell phone when
traveling in a personal vehicle. TAL will provide these if the employees do not
have their own.
• It is advisable to travel with a colleague when possible.
• Management will make themselves available if an employee requests a contact
when traveling.
VIOLENCE IN THE WORKPLACE
*** NOTE ***
This section has not yet been revised.
Statement of Intent
The Board of The Alberta Library (TAL) is committed to the prevention of workplace
violence and promotes a violence free environment in which all people respect one
another and work together to achieve common goals. Any workplace violence
committed by or against any employee or any other persons associated with the
organization is unacceptable conduct and will not be tolerated.
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Policy Statement
The Alberta Library develops and maintains violence prevention practices in all offices to
create a respectful and safe work environment and ensures that it complies with the
Alberta Occupational Health and Safety Act, Regulation and Code.
This policy applies to all TAL employees full-time, part-time and temporary and persons
acting on behalf of TAL, such as contractors and consultants.
TAL shall consider workplace violence as a hazard and when conducting hazard
assessments, shall include employees in this assessment.
TAL shall ensure that employees understand how to recognize workplace violence, the
procedures for responding to, reporting on and investigating incidents or violence in the
workplace.
No action shall be taken against an individual for making a complaint, unless the
complaint is made maliciously.
Employees are required to be familiar with and follow the procedures for responding to,
reporting on incidents of violence, and preventing workplace violence.
Definitions
Violence
Violence whether at a work site or work related, means the threatened, attempted, or
actual conduct of a person that causes or is likely to cause physical injury.
Work site
A location where an employee is, or is likely to be, engaged in any occupation and
includes any vehicle or mobile equipment, used by an employee in an occupation.
Procedures
Hazard Assessment
Hazard assessments regarding workplace violence will be completed as part of the
overall hazard assessment program. Employees will participate in such assessments.
Response to Incidents
Employees exposed to potential or actual situations of violence in the workplace should
take one or all of the following actions, depending on the severity and location of the
situation:
• Make it known to the alleged offender that their behavior is not acceptable.
• Leave the area immediately
• Lock office doors and remain inside to call building security
• Call for assistance from a co-worker, building security staff or 911.
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Reporting incidents
Employees should report incidents of workplace violence as soon as possible to their
supervisor, his/her designate or the Chief Executive Officer. They will be asked to
cooperate with any investigation surrounding the incident.
In addition to verbally reporting workplace violence issues to supervisors as soon as
possible after the incident, employees are required to report incidents in writing on the
Violence Incident Report Form.
The documentation should be submitted to their supervisor or the Chief Executive
Officer as soon as possible after the incident.
The supervisor will ensure that the Chief Executive Officer and Manager, Finance and
Human Resources are notified of all instances of violence in the workplace that directly
involve an employee.
Building security will be notified when appropriate.
Investigation of incidents
Incidents will be investigated in an objective and timely manner.
Investigation will include interviewing victims and witnesses.
Reports of incidents of violence will be kept confidential.
Victim support
TAL will ensure that employees are advised to consult with a health professional of their
choice for treatment or referral, if they have a physical injury or adverse symptoms
resulting from a workplace violence incident, or are exposed to workplace violence.
Employees should seek appropriate internal and/or external assistance in relation to
incidents of workplace violence.
Edmonton Police Services may also be called if there is a concern for the safety of an
employee.
Employee training
TAL will integrate workplace violence prevention into employee orientations and into
normal workplace practices and procedures.
Staff meetings will be used to hold training and awareness.
Other
Further remedies surrounding workplace violence issues identified by staff will be
created and communicated back to staff. These include, but are not limited to, working
alone safely.
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This policy is a part of the TAL Employee Handbook.
Issues that arise under this policy will be reviewed to determine if this policy needs
revision.
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APPENDICES
1. Overtime Agreement
2. Salary Grid
3. Code of Conduct
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APPENDIX 1
THE ALBERTA LIBRARY
INDIVIDUAL OVERTIME AGREEMENT
1. It is agreed between:
_____________________________ ________________________________
Employee’s Name of Employee’s Address
AND
THE ALBERTA LIBRARY (TAL)
Room 6-14, 7 Sir Winston Churchill Square
Edmonton, AB T5J 2V5
that either wholly or partly the employer will provide and the employee will take, time
off with pay in place of overtime pay for those hours worked in excess of seven (7)
hours in a day or thirty five (35) hours in a work week (generally Monday through
Friday), whichever is greater.
2. The time off with pay in place of overtime pay shall be provided, taken and paid at
the regular rate of wages at a time that the employee could have worked and
received wages from the employer.
3. The time off shall be provided, taken and paid within three (3) months of the end of
the pay period in which it was earned unless,
(i)
(ii)
this agreement is part of a collective agreement which provides for a longer
period of time, or
the Director of Employment Standards issues a permit providing for a longer
period of time.
4. If the time off with pay instead of overtime is not provided, taken and paid in
accordance with paragraph 2, the employee shall be paid overtime pay of at least
1.5 times the employee’s wage rate for the overtime hours worked in excess of eight
(8) hours in a day or forty four (44) hours in a week, whichever is greater.
5. Time off in place of overtime shall be treated as hours of work and remuneration
paid in respect to time off in place of overtime pay shall be treated as wages.
6. The employer shall provide a copy of this agreement to the employee.
7. No amendment on termination of this agreement shall be effective without at least
one (1) month’s notice in writing by one party to the other.
DATED THIS ___________ DAY OF ___________________________ , 20____.
SIGNED: ____________________________
Chief Executive Officer, TAL
_______________________________
Employee
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APPENDIX 2
TAL 2013 Salary Grid
RANGES Level Level Level Level Level Level Level Level Level Level Level
1 2 3 4 5 6 7 8 9 10 LSI
Band E 87,996 89,550 91,102 92,655 94,208 95,761 97,314 98,867 100,419 101,973 105,078
Band D 64,704 66,256 67,809 69,362 70,915 72,468 74,021 75,573 77,127 78,679 81,785
Band C 60,563 62,115 63,668 65,221 66,774 68,327 69,880 71,432 72,986 74,538 77,644
Band B 38,822 40,375 41,928 43,481 45,034 46,586 48,140 49,692 51,245 52,798 55,904
Band A 34,163 35,717 37,269 38,822 40,375 41,928 43,481 45,034 46,586 48,140 51,245
Effective January 1, 2013.
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APPENDIX 3
CODE OF CONDUCT
Introduction
The Alberta Library (TAL) is a non-profit corporation established under the Companies Act. TAL
is composed of member libraries each of whom appoints a Director to our Board. The Board is
responsible for effective governance and stewardship of the organization. Employees implement
the Board’s decisions and directives in the management and delivery of programs and services.
Our governance and business are guided by:
• the laws of Canada and Alberta
• our Memorandum of Association and Articles of Association,
• our vision, values and mission, and
• our policies and procedures.
As individual Board members and employees, we strive to conduct ourselves in accordance
with the highest personal, professional and business standards, including compliance with all
laws and regulations that apply to TAL.
This Code of Conduct is an expression of how we demonstrate integrity, due diligence, and
commitment to these standards in our involvement in TAL as directors and employees.
Our Reputation - Upholding TAL’s Name
TAL has developed a reputation for leadership, collaboration and innovation. We strive to
uphold that reputation by speaking with one voice and conveying a positive image of our
organization. We act in accordance with our values.
Our decision-making processes encourage open discussion and participation. We make
decisions that are in the best interests of TAL, understanding that TAL is its member libraries.
Board members are accountable for making decisions in the best interest of TAL. Board
members who disagree with decisions have the option of requesting that their dissent be
recorded. However, once a decision has been made by the Board, directors and employees
speak with one voice, supporting the Board’s decision.
When we speak to an audience as a representative of TAL, we present TAL’s positions and
views, rather than our personal opinions.
Individual directors and employees may hold positions of leadership in other professional or
community associations, where they may be viewed as spokespersons for those groups. In
such situations, we ensure that we are seen as speaking as individuals and not as employees of
or spokespersons for TAL.
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We use TAL’s assets, including tangible and intellectual property, legally and for authorized
purposes and in a manner appropriate to our business and culture.
A Board member or employee using TAL’s computer database or electronic mail system
complies with any internal policies and procedures that guide the storage, use and transmission
of information through this medium.
We have an obligation to comply with both the letter and the spirit of the guidelines contained in
this Code. As individuals, we have a responsibility to raise issues and concerns through the
appropriate channels.
Professional Behaviour
We understand our respective roles and responsibilities within TAL and strive to fulfill them. We
comply with our governing and operational policies and procedures.
We conduct our business following legal and ethical practices, and within the best interests of
our organization.
We deal fairly and openly in all of our business relationships, with a view to ensuring that
conditions of quality, reliability and competitiveness are met.
We strive to ensure our decision-making is not compromised or perceived to be compromised.
We aim to avoid conflicts of interest that could interfere or be perceived to interfere with our
judgement in making decisions in TAL’s best interests and/or that could result in personal gain.
We depend on the integrity of all Board members or employees who have knowledge of a
decision or activity of TAL that involves or might involve a conflict of interest to disclose the
circumstances to the Chair or CEO.
We accept or offer gifts, entertainment or benefits in the normal exchanges of business
relationships. We do not accept or offer entertainment, gifts or benefits which grant or appear to
grant preferential treatment for TAL or by TAL.
Respect
We respect the autonomy and diversity of our members.
We respect the confidentiality of our Board members, employees and member library
employees. We protect any personal information about library users that may be in our
possession.
We disclose confidential or personal information only when appropriate approval has been
received, or we are required to do so by law. We do not use confidential information for personal
benefit or to benefit a third party.
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Our behaviour with colleagues and those with whom we do business is respectful, courteous,
fair and dignified.
We provide a safe and healthy work environment for our employees.
Commitment to Learning
We support professional growth and development for our employees.
We provide learning opportunities for Board members that focus on their governance role within
TAL.
By extending these opportunities to others, we encourage the development of leaders within our
community.
Responsibility
This Code is not a substitute for our responsibility and accountability to exercise good
judgement and obtain guidance on proper business conduct. We are encouraged to seek
additional guidance and support from those responsible for business conduct matters. The
strength in our organization is our collective knowledge and the sharing of that knowledge and
experience.
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The following questions are provided as a guide in determining appropriate conduct:
• Is it against TAL policies and practices?
• Is it legal?
• Will it reflect negatively on you or TAL?
• Who else could be affected by this (others in TAL, members, vendors, you, etc.)?
• Would you be embarrassed if others knew you took this course of action?
• Is there an alternative action that does not pose an ethical conflict?
• How would it look in the newspapers?
• What would a reasonable person think?
• Does it feel right?
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